Document Control Specialist

State of Kansas • Shawnee, KS

77d • $18

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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.

Responsibilities

• 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.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED
• Number of Employees: 1-10 employees