State of Oklahoma · 21 hours ago
Vital Records Specialist I
Oklahoma County, OK
Full-time
Onsite
Entry Level
$0/yr - $42K/yr
1+ years expThe State of Oklahoma is committed to leading Oklahoma to prosperity through health. They are seeking a Vital Records Specialist I who will assist the public and data providers in registering and amending vital records, and obtaining copies of official state birth and death certificates.
CommunitiesConsultingGovernmentHealth CareNon Profit
No H1B
Responsibilities
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
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
Maintain organized case files for audits and special reports
Being present at the office is an essential function of the job
Other duties as assigned
Qualification
Required
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
Applicants must be willing and able to perform all job-related travel normally associated with this position and possess a valid driver's license
Knowledge of office practices; record management; business arithmetic; and business communication
Ability 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
Benefits
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
Company
State of Oklahoma
State of Oklahoma is a government organization that provides community development, education, employment, and health services.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Dan Cronin
CIO and Chief Transformation Officer
David Ostrowe
Chief Operational Officer
Recent News
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