Vital Records Representative
About The Position
As a Vital Record’s Representative, you will play a key role by performing various administrative and clerical tasks related to the registration and administration of Maine’s vital events. Data, Research, and Vital Statistics (DRVS), within the Department of Health and Human Services, is seeking a highly skilled and self-motivated front office worker to join our team. You should be comfortable undertaking a variety of activities in the office, including filing, answering and routing incoming calls, sorting and delivering mail, organizing and reviewing documents, basic computation, and more. You will be expected to cross train across all areas of vital records. Reliability and a strong work ethic combined with great communication skills are a must, as well as familiarity with all necessary office equipment, software, and procedures.
Requirements
- Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.
- All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.
Nice To Haves
- Aptitude and comfort with learning new applications as required.
- Demonstrated excellent organizational, coordinating and interpersonal skills.
- Excellent phone and customer service skills with diverse constituents.
- Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
- Ability to read and interpret Maine Statutes, rules and regulations related to vital records.
Responsibilities
- Facilitate the registration of records by ensuring complete and accurate data is provided by the various stakeholders, in accordance with policy and regulation.
- Serve as the primary back up to the front desk operations by greeting and welcoming clients and directing them appropriately.
- Promote a positive, professional image of the office.
- Answer the main phone line, take messages, and redirect calls to appropriate people.
- Notify personnel of visitor arrival; track visitor arrivals and departures for meetings and/or conferences.
- Review applications for vital records, identification, and other documents presented to determine applicant eligibility in addition to collection of the required fee’s related to vital records.
- Copy and/or scan various vital records and/or documents.
- Sort and distribute incoming mail as well as prepare outgoing mail (envelopes, packages, etc.)
- Update accounting spreadsheets; record all checks, credit cards and cash received for services.
- Organize and/or maintain files and electronic registration systems, update when necessary.
- Compile monthly counts for vital records services and enter vital records operations totals.
- Develop meeting agendas, record minutes, and distribute them to stakeholders.
- Draft, review and proofread office documents.
- Update and develop procedure manuals and/or instructions for municipal clerks, funeral directors, health care providers, and members of the public. Prepare other written material as needed: office letters, memos, newsletters.
- Assist with genealogy requests and registration of genealogical researcher identification membership cards.
- Receive and respond to e-mails, faxes and verification requests.
- Support administrative and special projects requirements, and other duties as assigned.
Benefits
- 13 paid holidays
- 3+ weeks of vacation leave annually
- 12 days of sick leave per year
- Health Insurance Coverage (State pays 85%-95% of employee-only premiums)
- Health Insurance Premium Credit (Participation decreases employee-only premiums by 5%)
- Dental Insurance (State pays 100% of employee-only dental premiums)
- Retirement Plan (State contributes 14.06% of employee's pay towards MainePERS)
- Gym Membership Reimbursement (up to $40 per month)
- Health and Dependent Care Flexible Spending Accounts
- Public Service Student Loan Forgiveness eligibility
- Living Resources Program (employee assistance program)
- Six weeks of fully paid parental leave
- Voluntary Deferred Compensation (MaineSaves 457(b) account)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
