Vital Records Specialist I

Oklahoma State Department of Health
September 3, 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)
September 15, 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 annually salary for this position is $38,500 based on education and experience.

Job Description

  • Location: 123 Robert S Kerr

    Salary: $38,500

    Full Time /Part Time: Full Time

    Work Schedule: Monday-Friday

    Primary Hours: 8:00 am - 5:00 pm

    Why you'll love it here!

  • What is Public Health?
  • Oh yeah, did we mention perks? We know that benefits matter and that is why we offer a competitive benefits package for all eligible employees.

    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

    Position Description: 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.

  • Duties: 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.
  • Minimum Qualifications:

    Level I: 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.

    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.

    Telework: This position is not eligible for Telework

    Application Requirements:

    If education, certification or licensure is required to meet qualifications, applicants must provide documentation by the time of interview.

    All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

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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