Vital Record Assistant

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Department of Health and Human Services (DHHS)

Planning & Research Assistant

Opening Date:

September 2, 2026

Closing Date:

September 16, 2026

Job Class Code:0940

Grade:14 (04)

Salary:$17.04 - $22.68 per hour

Position Number:

Location:

Augusta

ANTICIPATED VACANCY

This position allows for partial telework with manager approval upon completion of the initial probationary period (6 months of employment).

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities:

As a Vital Record Assistant, you will play a key role by performing various planning, data collection and analysis, administrative and clerical tasks related to the registration and administration of Maine’s vital events. Data, Research, and Vital Statistics (DRVS), within the Department of Health and Human Services.

We are seeking a highly skilled and self-motivated front office worker to join our team.

Your primary responsibilities will be to oversee the genealogist database, tracking their enrollments and processing their weekly requests for records. You will record and track operational totals monthly. You will review the provider reports of death with dignity patients to ensure compliance with the law and follow up with the physicians on missing or incomplete forms. You should be comfortable undertaking a variety of activities in the office, including filing, answering and routing incoming calls, sorting and delivering mail, organizing and reviewing documents, basic computation, and more.

You will be expected to cross train across all areas of vital records.

Reliability and a strong work ethic combined with great communication skills are a must.

You will also:

• Maintain the genealogist database, reviewing their applications to determine their eligibility and fulfilling their requests for records.
• Review physician reports for death with dignity legal requirements and follow up with the physicians on any incomplete or missing data.
• Compile monthly counts for vital records services and enter vital records operations totals.
• Prepare reports, charts or graphs on revenue generated from the State Share of Vital Record reports.
• Serve as the primary back up to the front desk operations by greeting and welcoming clients and directing them appropriately.
• Promote a positive, professional image of the office.
• Answer the main phone line, take messages, and redirect calls to appropriate people.
• Copy and/or scan various vital records and/or documents.
• Sort and distribute incoming mail as well as prepare outgoing mail (envelopes, packages, etc.)
• Update accounting spreadsheets; record all checks, credit cards and cash received for services.
• Support administrative and special projects requirements, and other duties as assigned.

Minimum Qualifications:

A two (2) year combination of education, training, and/or experience providing a knowledge of statistics, methods of research and planning, and/or economic analysis.

Preferred candidates will also have:

• Excellent phone and customer service skills with diverse constituents.
• Proven job diligence, dedication and attention to detail.
• Ability to work in a multi-tasked environment with attention to detail, follow through, and flexibility.
• Ability to read and interpret Maine Statutes, rules and regulations related to vital records.

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