Vital Records Specialist 1

Wayne County Government • Detroit, MI

4d

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 documents are often treated as legal records and may be needed to obtain benefits or for other official purposes. The position serves clients in approximately 40 cities and townships in Wayne County, as well as others who need the department’s services.

The specialist provides information and processes requests for vital records while safeguarding confidential personal information. The role requires careful validation of identification and supporting documents, accurate data entry, sound judgment in communications, and compliance with applicable state regulations and laws.

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.
• Pass a national criminal background check before placement and periodically thereafter; employees will be fingerprinted.
• Pass a written assessment covering general office practices, general clerical abilities, basic math skills, general clerical practices and procedures, and related knowledge.

Responsibilities

• Enforce the Vital Records Act by ensuring instructions and state regulations are followed.
• Review documents for completeness and accuracy.
• Provide information by mail and phone to people seeking information about birth and death records, including law enforcement, adoption agencies, genealogy researchers, legal offices, the Veterans Administration, and Social Security.
• Respond to public requests at the service window and resolve or refer a variety of questions and problems concerning birth and death records.
• Monitor the service window, answer phone calls, and refer customers to the appropriate office.
• Issue certified vital records to customers at the window and document daily transactions.
• File and distribute certified death records to funeral home directors.
• Safeguard confidential personal information and use sound judgment and caution in communications with internal and external contacts.
• Validate identification and evidentiary documents submitted by customers and agencies.
• Process required fees and issue receipts for services.
• Enter data and create records in vital records programs in response to requests for certifiable copies of birth, death, marriage, CPL, assumed name, and notary 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 in accordance with applicable Michigan Compiled Laws.
• Compile data electronically for uploading using computerized indexes, card files, microfiche, and typed and handwritten ledgers and vault books.
• Assist in training new employees to enter vital records information accurately.
• 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