Vital Records Specialist I

State of Oklahoma

2d • Onsite

About The Position

The Vital Records Specialist I is responsible for assisting the public and data providers in registering confidential events, amending the facts of those events, and obtaining copies of official state birth and death certificates and other associated records. This is the basic level of this job family where employees learn the intricacies of the laws and policies governing the registration, issuance, security, confidentiality of birth and death records, in order to gain an understanding on the efficient use of the complex data systems used to search, issue, amend, replace, and track records, build skills in providing services and assistance to a diverse set of clients and customers. In this role, they will review and evaluate complex legal documents. Assigned tasks involve responding to routine services including requests for records and information submitted by mail, walk-in, internet and telephone customers.

Requirements

• Requirements at this level consist of an associate’s degree and one year as a customer service representative or maintaining confidential records in an office environment; or an equivalent combination of education and experience, substituting one year of the qualifying experience for each 30 semester hours of the required education.
• Applicants must be willing and able to perform all job-related travel normally associated with this position and possess a valid driver’s license.
• If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of application.
• All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.
• Being present at the office is an essential function of the job

Nice To Haves

• knowledge of office practices
• record management
• of business arithmetic
• business communication
• Ability is required to establish and maintain effective working relationships
• to read and comprehend various laws, rules, policies and procedures
• to communicate effectively, both orally and in writing

Responsibilities

• Utilizes critical thinking to independently perform diverse and complex administrative tasks to research, assess, create, maintain and process vital records.
• Register birth and death certificates in accordance to standards established by extensive state law and policy for filing within the official state registry and federal contract for inclusion in national files.
• Assess and verify complex legal documents, e.g., court orders, affidavits, foreign and domestic identity documents, benefit statements, and lease agreements to determine the validity of submitted evidence to establish the identity and/or legal eligibility of applicants to amend and/or receive copies of records.
• Prepare and provide written individualized written and/or oral instructions to birth and death data providers including hospital/clinic staff, physicians, medical examiners, funeral homes, attorneys, and parents related to the filing, amendment, replacement of birth or death records, to include determinations of parentage, legitimation, adoption, delayed filings and providing for the registration of disinterment.
• Review and analyze records request applications for applicant eligibility, accuracy, consistency, and completeness of submitted information in accordance to established guidelines for identification, legal documents, and payment to prevent fraud, identity theft and the inappropriate release of confidential information.
• Actively monitor law, rule, policy, and procedure changes governing application process requirements.
• Responsible for the validation of identification for possible fraudulent submission.
• Analyze information, respond to questions, and resolve problems presented by customers or providers to determine the nature of the request and provide a reasonable solution.
• Open, sort, prioritize, process, scan, and index mail according to department procedure.
• Manage and maintain legible permanent accessible electronic copies; amend and replace records within the system while maintaining all required documentation and administrative flags; and assure complete, accurate indexes of all vital records using various software applications and databases.
• Coordinate with internal divisions and state/federal agencies to acquire necessary legal documentation to register, amend or release records.
• Provide written and oral responses to inquiries concerning legal requirements for document submission, documentation, and filing deadlines.
• Provide instruction on the use of proprietary software to those given access to enter and certify legally required information for the purpose of officially registering a birth or death record.
• Serve as liaison to other public health, social service, and identity programs.
• Conduct User Acceptance testing of new software; prepare and write technical documents, e.g., user guides, system guide and policy manuals.
• Conduct medical record/chart audits for quality assurance of initial data submissions and as documentary evidence for the purpose of record modification.
• Maintain organized case files for audits and special reports.
• Being present at the office is an essential function of the job.
• Other duties as assigned.

Benefits

• Generous state paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• Retirement Savings Plan with a generous match.
• 15 days of vacation and 15 days of sick leave the first year for full time employees.
• 11 paid holidays a year.
• Student Loan repayment options & tuition reimbursement.
• Employee discounts with a variety of companies and venders.
• Longevity Bonus for years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree