Vital Records Specialist

Introduction

Make a Difference with DHSS. Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well‑being, fostering self‑sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas. We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today.

DHSS is a great place to kick‑start your profession. For more information, please visit (Use the "Apply for this Job" box below). today!

This position provides customer service and is responsible for reviewing a wide range of legal documents to determine validity, authenticity, completeness, and eligibility for the issuance of certified vital records. The role includes amending records, resolving discrepancies, and coordinating with government agencies (e.g., courts and law enforcement), hospitals, funeral homes, physicians, and the public, in accordance with applicable laws, rules, regulations, policies, and procedures.

Depending on staffing needs, travel may be required to other Office of Vital Records (OVR) locations.

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed.

• Issues or denies requests for certified copies of vital records in accordance with the law.
• Applies relevant laws, rules, regulations, standards, policies, and procedures, including procedures on fraud, identity theft, and confidentiality of vital records.
• Reviews, interprets, and processes legal or other documents, which includes verifying identity and determining validity, authenticity, and eligibility of applicants to amend or receive copies of records.
• Reviews records submitted for completeness, legibility, and authorized signatures for certifying births, paternity, deaths, marriages, and other vital information.
• Registers vital events such as births, deaths, marriages, or divorces, and prepares a variety of files, permits, and reports.
• Delivers excellent customer service in‑person, electronically, or by written communication; greets customers and provides information on services such as fees and requirements to obtain or amend vital records.
• Resolves customer complaints and processing issues and explains laws, rules, regulations, standards, policies, and procedures.
• Performs fiscal work such as computing and collecting fees; maintaining fiscal records and receipts; opening, closing, and reconciling the cash drawer; and making bank deposits.
• Maintains a variety of records including filing, tracking, and retrieving physical, electronic, and digital documents, reports, or other information.
• Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on vital records, documents, or other information.
• Performs office support activities such as preparing and distributing correspondence, billing, payment, or other documents; or creating, maintaining, updating, and merging documents or data.
• Performs other related duties as required.

JOB REQUIREMENTS for Vital Records Specialist I

• Six months' experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.
• Six months’ experience in record keeping such as maintaining, filing, tracking, and retrieving physical, electronic, and digital documents, reports, or other information.
• Six months’ experience in customer service such as providing prompt, accurate, and courteous service to customers seeking information, answering requests as quickly as possible, ensuring customers are satisfied with service, and…