Vital Records Specialist I

State of Delaware•Dover, DE

About The Position

Make a Difference with DHSS Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas. We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession. For more information, please visit https://dhss.delaware.gov/dhss/ today! Summary Statement These positions are two Vital Records Specialist roles responsible for assisting the general public with obtaining certified copies of birth, death, and/or marriage certificates in strict compliance with established procedures. The incumbents will balance daily receipts and prepare daily bank deposits for the Sussex and New Castle offices. Additional duties include reviewing documentation submitted to amend or correct vital records; making authorized amendments or corrections; maintaining adequate inventories of forms and supplies; and submitting requisitions for forms and supplies as needed. This position will be based in OVS–Newark or OVS–Georgetown and, depending on staffing needs, may be required to travel to OVS–Dover to support continuity of operations. Transportation will be provided for travel between locations. Essential Functions Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed.

Requirements

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Six months' experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.
Six months’ experience in record keeping such as maintaining, filing, tracking, and retrieving physical, electronic, and digital documents, reports, or other information.
Six months’ experience in customer service such as providing prompt, accurate, and courteous service to customers seeking information, answering requests as quickly as possible, ensuring customers are satisfied with service, and responding to complaints.
Six months’ experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
OR Possession of an Associate’s degree or higher.
Applicants must be legally authorized to work in the United States.
As a condition of hire you must possess a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving).

Responsibilities

Issues or denies requests for certified copies of vital records in accordance with the law.
Applies relevant laws, rules, regulations, standards, policies, and procedures, including procedures on fraud, identify theft, and confidentiality of vital records.
Reviews, interprets, and processes legal or other documents which includes verifying identity and determining validity, authenticity, and eligibility of applicants to amend or receive copies of records.
Reviews records submitted for completeness, legibility, and authorized signatures for certifying births, paternity, deaths, marriages, and other vital information.
Registers vital events such as births, deaths, marriages, or divorces, and prepares a variety of files, permits, and reports.
Delivers excellent customer service in-person, electronically, or by written communication; greets customers and provides information on services such as fees and requirements to obtain or amend vital records.
Resolves customer complaints and processing issues and explains laws, rules, regulations, standards, policies, and procedures.
Performs fiscal work such as computing and collecting fees; maintaining fiscal records and receipts; opening, closing, and reconciling the cash drawer; and making bank deposits.
Maintains a variety of records including filing, tracking, and retrieving physical, electronic, and digital documents, reports, or other information.
Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on vital records, documents, or other information.
Performs office support activities such as preparing and distributing correspondence, billing, payment, or other documents; or creating, maintaining, updating, and merging documents or data.
Performs other related duties as required.