VITAL RECORDS SPECIALIST 1

Wayne County Government•Detroit, MI

About The Position

The Vital Records Specialist 1 performs highly difficult, complex, and responsible office work involving complex public contact and the review and processing of vital statistics documents. These include marriage licenses, birth and death records, notary commissions, assumed business names, and CPL applications. Many of these documents are treated as legal documents and may be used to obtain benefits such as Social Security, retirement benefits, and state financial assistance. The specialist provides services to clients in approximately 40 cities and townships in Wayne County and to others who require the services. The position requires enforcing state regulations, reviewing documents for accuracy, responding to public inquiries, issuing certified records, protecting confidential information, processing fees, entering data, and preparing reports. Employees must be fingerprinted and pass a national criminal background check before placement and periodically thereafter. Candidates complete a written assessment covering general office practices, clerical abilities and procedures, basic math, and related knowledge. Online virtual testing and testing at the Guardian Building are available.

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 document completeness and accuracy.
Provide information by mail and phone to people seeking information about obtaining birth and death certificates, including law enforcement, adoption agencies, genealogy researchers, legal offices, veterans administration, and Social Security.
Handle public requests at the service window and resolve or refer a wide variety of questions concerning requested 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 people inside and outside the Department.
Validate identification and evidentiary documents presented by customers and agencies.
Process services and issue receipts for required fees.
Accurately enter data and create records in vital record 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 according to applicable MCL.
Compile data electronically by consulting computerized indexes, card files, microfiche, typed and handwritten ledgers, and vault books.
Assist in training new employees to enter vital record information accurately.
Provide fast and accurate vital-record services to the public and other governmental agencies.