Vital Records Specialist I

Oklahoma State Department of Health
May 26, 2023
Oklahoma County, OK
Job Type


Job Posting Title
Vital Records Specialist I


Supervisory Organization
340 Vital Records

Job Posting End Date (Continuous if Blank)
June 08, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full time

Job Type

The annual salary for the position is up to $38,500 based on education and experience.

Job Description

The Oklahoma State Department of Health (OSDH) is committed to leading Oklahoma to prosperity through health. Our mission is to protect and promote health, prevent disease and injury, and cultivate conditions by which Oklahomans can thrive. We value respect, collaboration, and service.

OSDH is seeking a full-time Vital Records Specialist I providing support to Vital Records Department. This is a state employee position PIN 34000804 governed by the Civil Service Rules , in state government located in Oklahoma City, Oklahoma. OSDH offers a comprehensive Benefits packet,including a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents. For more information about the benefit allowance, follow this link Plan Year 2023 . The annual salary for this position isup to $38,500.00 based on education and experience.

Position Summary:

Under the direction of the State Registrar of Vital Records, the Vital Records Specialist assists 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.

Position Responsibilities /Essential Functions:

  • 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.
  • Advice leadership on laws, policies, and procedures related to the operations and provide other assistance as needed to promote strategic changes to these.
  • 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.
  • Serve as technical liaison on design, implementation and trouble-shooting of various electronic systems.
  • Assist in the development and deployment of online-training, webinars and distance learning.
  • Develop and implement trainings to enhance critical thinking, promote task completion, and correct poor performance of staff.
  • Supervise and lead to establish a work environment that fosters fair, consistent, and impartial application of law and policy to all customers.
  • Maintain organized case files for audits and special reports.
  • Other duties as assigned .

Other Duties:

  • Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
  • Works effectively in team environment, participating and assisting their peers.

Education and Experience

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.

Valued Knowledge, skills and abilities

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

Physical Demands and Work Environment

Work is typically performed in an office setting with a climate controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to talk, stand, walk, and reach with hands and arms. This position requires long period of sitting and daily use of computer and phone.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on 'Find Jobs-Internal State of Oklahoma'.

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