Vital Records Specialist III

Recruitment #211012-E26C-01


The Oklahoma State Department of Health (OSDH) is committed to providing quality health services to Oklahoma citizens. The mission of the Department of Health is to promote, protect and improve the health of all Oklahomans through strategies that focus on preventing disease and injuries.

OSDH is seeking a full time Vital Records Specialist III (PIN 34001908).  This is a classified position in state government, located in Oklahoma City, OK. OSDH offers a comprehensive Benefits Packageincluding a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependentsFor more information about the benefit allowance [click here].The annual salary for this position is up to $42,000 based on education and experience.

Position Responsibilities
The specific functions of this position vary, but may include the following:
•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.

Knowledge, Skills and Abilities
Required at this level include knowledge of office practices; of record management; of business arithmetic; of business communication; of the policies and procedures governing assigned programs; of training principles; of supervisory principles and practices; and of project management. Ability is required to establish and maintain effective working relationships; to read and comprehend various laws, rules, policies and procedures; to communicate effectively, both orally and in writing; to maintain the confidentiality of information and documents; to interpret and handle routine matters in accordance with agency policy; to follow oral and written instructions; to apply state/federal laws, rules, policies and procedures; to apply critical thinking and flexibility to individual problems and situations; and to de-escalate conflicts in complex customer interactions.

Physical Demands and Work Environment
•Office Environment
•Computer based
•Contact with public
•Sitting for long period of time
•Able to lift 15 pounds.




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.


The Vital Records Specialist job family consists of four levels which are distinguished based on the complexity of the work assigned, the level of expertise required to perform specific job assignments, and the responsibility assigned for the supervision of others.

Level III:                   
At this level duties and responsibilities will be at all levels of complexity.  Employees will coordinate activities both internal and external to the organization or program and supervise small units of employees in performing various administrative duties or other activities. Employees will be required to observe, document, analyze, and evaluate the provision of services against the applicable statue and regulation; to interview customers in order to preserve the integrity of the records as required by law. Employees will be assigned responsibilities at all but the highest levels of complexity involving a full range of activities and all functional areas of vital records.  They can provide direct supervision of small units comprised of Level I and II staff, provide training and assistance, conduct research on unusual problems or situations, and coordinate with other divisions as required.  Administrative responsibilities include preparing administrative and statistical reports and participating in the development of policies and procedures.


Level III: 
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 AND three years as a customer service representative in vital records OR three years of customer service including two years of supervisory experience; an equivalent combination of education and experience, substituting one year of the qualifying experience for each 30 semester hours of the required education.

NOTE:  No substitution for the required experience.


Please read instructions carefully and include all required documents when you submit your application.

No additional information will be accepted after the application has been submitted.

Selection Plan

Scores based on:  100% Evaluation of Education and Experience listed on the supplemental questionnaire.

***NOTE:  Names of eligible applicants can be made available to State agencies upon their request, immediately following the closing date and time.