Document Control Specialist

State of Kansas-posted 30 days ago

Full-time • Entry Level

Shawnee, KS

1-10 employees

Executive, Legislative, and Other General Government Support

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The Kansas Department of Health and Environment has a Document Control Specialist opening in Topeka. The incumbent in this role will read correspondence, examines and interprets requests to amend vital records (birth, stillbirth, marriage, and divorce certificates) on a daily basis.

Reviews and verifies that legal documents and court orders provided are genuine and not altered for fraudulent purposes.
Reads, interprets and determines if legal documents and court orders provided meet state statute and regulation requirements.
If documents do not meet state statute and regulation requirements, communicate with and instruct applicant in writing, by phone, or in person of additional requirements to make amendment on vital records.
Responds to questions and ensures the confidentiality of the vital records and the confidentiality of requests.
If documents meet state statute and regulation requirements, complete the requested amendment to the certificate.
Respond to customers who were born in Kansas, but who do not have standard birth certificates on file, to file a Delayed Certificate of Birth.
Conduct independent searches of the VRV Web database and various other resources to try to locate a birth record.
If unable to locate a birth record, provide guidance to the customer to determine if they need to file a delayed birth certificate based on their need for a birth certificate by advising customer what various agencies need to process their request, such as Social Security, Passport Services, etc.
Guide and instruct customer on how to file a delayed birth certificate and how to locate documents needed to establish a delayed birth certificate.
Examine and interpret whether documents provided by customers are genuine and have not been altered for fraudulent purpose.
Establish the delayed certificate of birth once it is determined the documentation meets state statutes and regulations to file a Kansas delayed certificate of birth.
Reads correspondence and examines court orders to file supplemental birth certificate on children born in Kansas who have been adopted.
Reviews and establishes that the court orders provided are genuine and have not been altered for fraudulent purposes.
Reads, interprets and makes decisions if legal documents provided meet state statute and regulation requirements to file supplemental birth certificate.
Establishes new legal birth certificates if documents provided meet state statute and regulation requirements.
Advise attorney if additional court action is needed.
Reviews court order and documentation provided on children born in a foreign country who have been adopted in Kansas courts or have been adopted by Kansas residents.
Makes decision as to whether the request meets Kansas state statutes and regulations to file a Kansas birth certificate.
Investigate to see if child already has a birth certificate in Kansas or any other state.
Advises parents, attorneys, and courts how to file adoption paperwork from the foreign country in Kansas courts and how to proceed with changing the child's name.
Provide information to parents and attorneys on how to proceed with Immigration and Naturalization Services to obtain child's permanent citizenship.

High School, GED
Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.
Two years of experience in general office, clerical and administrative support work.
Education may be substituted for experience as determined relevant by the agency.

Experience in handling confidential information.
Experience in written and verbal communication.
Experience in data entry.
Experience reading, interpreting and implementing state statutes and regulations.
Experience in customer service.
Proofreading, editing, attention to detail.
Word, Excel, PowerPoint, Access.

Comprehensive medical, mental, dental, vision, and additional coverage
Sick & Vacation leave
Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
Paid State Holidays (designated by the Governor annually)
Fitness Centers in select locations
Employee discounts with the STAR Program
Retirement and deferred compensation programs

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