Vital Records Specialist 1- 006480

Wayne County • Detroit, MI

5d

About The Position

The Vital Records Specialist 1 performs complex and responsible office work involving public contact and the review and processing of vital statistics documents, including marriage licenses, birth and death records, notary commissions, assumed business names, and CPL applications. These records are often treated as legal documents and may be used to obtain benefits such as Social Security, retirement benefits, and state financial assistance. The specialist serves clients in approximately 40 cities and townships in Wayne County, as well as others who require these services.

The role provides customer service and information to the public and government agencies, processes requests and fees, validates identification and evidentiary documents, and safeguards confidential personal information. It also includes maintaining records, preparing reports, correcting errors according to applicable Michigan law, and assisting with training new employees.

Requirements

• High school diploma or equivalent.
• At least two years of full-time paid relevant clerical or administrative experience.
• Equivalent part-time experience in a law firm may be assessed and credited at the discretion of the Department of Personnel/Human Resources.
• Must be fingerprinted and pass a national criminal background check before placement and periodically thereafter.
• Must complete a written assessment covering general office practices, general clerical abilities, basic math skills, clerical practices and procedures, and related knowledge.

Responsibilities

• Enforce the Vital Records Act and ensure instructions and state regulations are followed.
• Oversee documents to ensure they are complete and accurate.
• Provide information by mail and phone to people requesting information about birth and death records, including law enforcement, adoption agencies, genealogy researchers, legal offices, the Veterans Administration, and Social Security.
• Handle public requests at the service window and resolve or refer a variety of questions and problems involving birth and death records.
• Monitor the service window, answer phone calls, and refer customers to the appropriate office.
• Issue certified vital records at the service window and document daily transactions.
• File and distribute certified death records to funeral home directors.
• Safeguard confidential personal information and use sound judgment when communicating with individuals inside and outside the Department.
• Validate identification and evidentiary documents presented by customers and agencies.
• Process services and issue receipts for required fees.
• Enter data and create records in vital records programs in response to requests for certifiable copies of birth, death, marriage, CPL, assumed name, notary, and other records.
• Prepare end-of-day reports for Vital Chek and counter operations, as well as marriage reports for submission to the State of Michigan.
• Detect errors and make corrections according to applicable Michigan Compiled Laws.
• Compile data electronically using computerized indexes, card files, microfiche, and typed or handwritten ledgers and vault books.
• Assist in training new employees to accurately enter vital record information.
• Provide fast and accurate customer service to the public and other governmental agencies requesting vital records.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED