Vital Records Representative

State of Maine•Augusta, ME

6d•Hybrid

About The Position

This position is within the Data, Research, and Vital Statistics (DRVS) unit of the Department of Health and Human Services (DHHS). The Vital Records Representative performs various administrative and clerical tasks related to the registration and administration of Maine’s vital events. The role involves front office duties such as filing, answering and routing calls, sorting mail, organizing and reviewing documents, and basic computation. The position requires cross-training across all areas of vital records, reliability, a strong work ethic, great communication skills, and familiarity with 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 – The State of Maine pays 85%-95% of employee-only premiums
Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums
Retirement Plan – The State contributes the equivalent of 14.06% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
Gym Membership Reimbursement – up to $40 per month
Health and Dependent Care Flexible Spending Accounts
Public Service Student Loan Forgiveness
Living Resources Program – employee assistance program
Six weeks of fully paid parental leave for all employees welcoming a child
Voluntary Deferred Compensation – MaineSaves 457(b) account