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Kansas Department of Health and Environment · 1 day ago

Document Control Specialist

Shawnee County, KS

Full-time

Onsite

Entry Level

$17.78/hr - $17.78/hr

2+ years exp

The Kansas Department of Health and Environment is seeking a Document Control Specialist who will be responsible for managing vital records amendments, including birth, stillbirth, marriage, and divorce certificates. The role involves verifying legal documents, communicating with applicants, and ensuring compliance with state statutes and regulations.

AssociationFinanceHealth CareWaste Management

No H1B

Responsibilities

Reviews and verifies that legal documents and court orders provided are genuine and not altered for fraudulent purposes

Reads, interprets and determines if legal documents and court orders provided meet state statute and regulation requirements

If documents do not meet state statute and regulation requirements, communicate with and instruct applicant in writing, by phone, or in person of additional requirements to make amendment on vital records

Responds to questions and ensures the confidentiality of the vital records and the confidentiality of requests

If documents meet state statute and regulation requirements, complete the requested amendment to the certificate

Respond to customers who were born in Kansas, but who do not have standard birth certificates on file, to file a Delayed Certificate of Birth

Conduct independent searches of the VRV Web database and various other resources to try to locate a birth record

If unable to locate a birth record, provide guidance to the customer to determine if they need to file a delayed birth certificate based on their need for a birth certificate by advising customer what various agencies need to process their request, such as Social Security, Passport Services, etc

Guide and instruct customer on how to file a delayed birth certificate and how to locate documents needed to establish a delayed birth certificate

Examine and interpret whether documents provided by customers are genuine and have not been altered for fraudulent purpose

Establish the delayed certificate of birth once it is determined the documentation meets state statutes and regulations to file a Kansas delayed certificate of birth

Reads correspondence and examines court orders to file supplemental birth certificate on children born in Kansas who have been adopted

Reviews and establishes that the court orders provided are genuine and have not been altered for fraudulent purposes

Reads, interprets and makes decisions if legal documents provided meet state statute and regulation requirements to file supplemental birth certificate

Establishes new legal birth certificates if documents provided meet state statute and regulation requirements

Advise attorney if additional court action is needed

Reviews court order and documentation provided on children born in a foreign country who have been adopted in Kansas courts or have been adopted by Kansas residents

Makes decision as to whether the request meets Kansas state statutes and regulations to file a Kansas birth certificate

Investigate to see if child already has a birth certificate in Kansas or any other state

Advises parents, attorneys, and courts how to file adoption paperwork from the foreign country in Kansas courts and how to proceed with changing the child's name

Provide information to parents and attorneys on how to proceed with Immigration and Naturalization Services to obtain child's permanent citizenship

Qualification

Data entryReading legal documentsConfidential information handlingWordExcelPowerPointAccessAttention to detailCommunication skills

Required

High School, GED

Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State

Two years of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency

In accordance with K.S.A. 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant's eligibility to perform tasks within the Office of Vital Statistics

A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer