Vital Records Specialist I (#MAAI01)
$32,178.00 Yearly Min / $40,222.00 Yearly Mid / $48,266.00 Yearly Max

Vital Records Specialist II (#MAAI02)
$34,240.00 Yearly Min / $42,800.00 Yearly Mid / $51,360.00 Yearly Max

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Description of Occupational Work

Vital Records Specialists are responsible for maintaining birth, death, marriage, or other vital records. Primary work includes reviewing legal or other documents to verify identity and determine validity, authenticity, and eligibility for receiving or amending certified copies for vital records. Employees also provide guidance and customer service on the registration of vital events, amending facts of those events, the release of vital records, or other related services and information.

Employees apply relevant laws, rules, and regulations, to prevent fraud, identity theft, and inappropriate release of confidential information. Work requires the regular use of office equipment, automated information systems, and computer software. Work is coordinated with department, healthcare, or hospital staff, various state and federal agencies, funeral directors, insurance companies, and the public.

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.

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.

Levels of Work

The level of work for an employee in this class series is based on an employee’s independence, size and scope of responsibilities, complexity of duties, decisions made, and required experience.

Vital Records Specialist I

This is the first level of vital records specialist work, responsible for processing birth, death, marriage, or other vital records. Employees independently perform the full range of Essential Functions under general supervision.

Receives general supervision from a technical or administrative supervisor; the supervisor provides general direction on all assignments, and regular review of progress, accuracy, and quality of work. Supervisory advice or assistance is provided as needed. 
Researches and resolves inconsistent or deficient information and discrepancies.
Makes standard corrections or updates to information on vital records or recommends action for more complex discrepancies or customer complaints.
Communicates effectively with department, healthcare, or hospital staff, various state and federal agencies, funeral directors, insurance companies, and the public to gather, clarify, and relay information.

Vital Records Specialist II

This is the second level of vital records specialist work, leading and overseeing a Vital Records Office at the county level, in the absence of the Social Service Administrator (SSA). Employees perform the full range of Essential Functions under minimal supervision.

Receives minimal supervision from a technical or administrative supervisor; the supervisor defines objectives, priorities, and deadlines and assists the employee with unusual situations. 
In the absence of the SSA, oversees a Vital Records Office at the county level which includes leading vital records or other support staff by assigning, monitoring, and reviewing work, and providing on-the-job training, guidance, and direction.
Remains up to date on applicable laws, rules, and regulations, and ensures compliance and quality of vital records work and maintenance.
Recommends new or revised processes, procedures, or other improvements.
Prepares and reconciles logs and reports of daily fees and oversees the completion of daily deposits.
Communicates effectively with department, healthcare, or hospital staff, various state and federal agencies, funeral directors, insurance companies, and the public to gather, clarify and provide information and resolve customer service or processing issues.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA's listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

Knowledge of applicable laws, rules, regulations, standards, policies, and procedures on permanent filing, registration, and release of vital records.
Knowledge of legal or other documents required to process vital records requests.
Skill in identifying altered or fraudulent documents and missing or incorrect information.
Skill in using computer software and automated information systems to enter, update, modify, delete, retrieve, and report on data.
Skill in performing basic mathematical calculations.
Skill in using office equipment, standard forms, and documents.
Skill in preparing routine reports including financial statements.
Ability to compile, record, and utilize basic data/information, maintain organized records, and resolve standard discrepancies in records.
Ability to communicate effectively, through written, electronic, or face-to-face interactions.
Ability to interact effectively and courteously with customers, the public, and others.
Ability to compare data to determine inconsistent/deficient information or discrepancies.
Ability to read and understand written materials.

In addition to the above knowledge, skills, and abilities, the Vital Records Specialist II requires:

Skill in applying laws, rules, regulations, standards, policies, and procedures on permanent filing, registration, and release of vital records.
Skill in applying filing and record-keeping methods, techniques, and best practices.
Skill in evaluating information for completeness and accuracy and resolving problems within established procedures, practices, and standards.
Ability to provide on-the job training, guidance, and direction to staff.

Job Requirements

JOB REQUIREMENTS for Vital Records Specialist I
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.

Possession of an Associate’s degree or higher.