Vital Records Specialist I

Job Posting Title
Vital Records Specialist I

Agency
340 OKLAHOMA STATE DEPARTMENT OF HEALTH

Supervisory Organization
340 Vital Records

Job Posting End Date (Continuous if Blank)
July 02, 2025
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/Part-Time
Full time

Job Type
Regular

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

Why you’ll love it here!

RESPECT. COLLABORATION. SERVICE. 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. Check out why we are passionate about public health and believe it is the career for you!!!

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

Job Description

Location: Central Office - 123 Robert S Kerr Ave, OKC, OK 73102

Salary: up to $38,500.00, based on education and experience

Full Time /Part Time: Full-Time

Work Schedule: Monday to Friday

Primary Hours: 8am - 5 pm Schedule may vary based on some flexibility to arrive late/leave early with a shorter break for lunch. This unit does, however, back up the Customer Service Issuance Team with a requirement to serve the Will Call Unit until 5 pm.

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.

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 with 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 with established guidelines for identification, legal documents, and payment to prevent fraud, identity theft and the inappropriate release of confidential information. Actively monitor law, rules, 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 troubleshooting of various electronic systems.
  
• Assist in the development and deployment of online training, webinars and distance learning.
  
• Develop and implement training to enhance critical thinking, promote task completion, and correct poor performance of staff.
  
• Maintain organized case files for audits and special reports.
  
• Being present in the office is an essential function of this job
  
• 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.
  

Minimum Qualifications:

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.

Application Requirements:

• 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.
  

Valued Knowledge, Skills and Abilities

Required at this level include knowledge of office practices; 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 climate-controlled settings and exposure to moderate noise levels. While performing the duties of the job, employees are required to talk, stand, walk, and reach with hands and arms. This position requires long periods of sitting and daily use of computers and phones. Being present at the office is an essential function of the job.

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 active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub .

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• Oklahoma State Department of Health

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