Vital Records Clerk

Overview

Health - Vital Records - Citizens Square, 200 East Berry Street, Fort Wayne, Indiana, United States of America

Job Description:

Posted Friday, October 31, 2025 at 4:00 AM

Department:
Health – Vital Records
• FLSA Status:
Non-Exempt
• Classification/Level: B4
• Date: 08/2022

Under the direction of the Vital Records Division Director, the Vital Records Clerk collects, files, preserves, and certifies vital records among other assigned Vital Records duties. This position is Covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

• Responsible for issuing certified birth and death certificates, paternity affidavits, and genealogical records as requested in person, online, and via mail. Assists individuals with completing applications, reviewing identifiable information, making and certifying copies, collecting and receipting payments as required, and maintaining audit logs.
• Interacts with government departments and social agencies requesting and/or providing birth and death verifications, certificates, and related information. Assists the public with obtaining birth and death records from other counties within Indiana, other states and abroad.
• Answers multi-line phone calls, takes and distributes messages, and directs callers to the correct division, department or agency. Discusses detailed information with the public regarding sensitive issues with tact, frequently involving problems and concerns.
• Assists in resolving customer problems and responds to inquiries as appropriate, including explaining procedures, ordinances, and regulations. Assists customers with the Affidavit Requesting Amendment process, including advising on acceptable documentary evidence, preparing documents, updating on-site Vital Records database and DRIVE (Database Registration of Indiana’s Vital Events).
• Researches and processes all legal corrections, certifiable facts and changes to County birth and death records. Processes, images, maintains and updates all records for the division, including Adoption Records, Court Orders, Affidavit Requesting Amendments, Paternity Affidavits, Paternity Affidavits Upon Marriage, Court Orders Determining Parentage, Legal Name Change, Flagging Missing Children and Home Births in the on-site vital records database and DRIVE.
• Investigates and verifies authorizations for requests of all vital records per state law.
• Verifies the accuracy of and files home births and hospital births with Paternity Affidavits attached for Allen County with the State of Indiana. This includes receiving documents electronically through DRIVE, reviewing and processing birth records in accordance with State Law.
• Conducts Paternity Affidavit and Paternity Affidavit Upon Marriage appointments per State law. Gathers required information to set appointments, prepares documents, issues and seals records, updates on-site vital records database and DRIVE. Assists with preparing and issuing certified death certificates, including assisting funeral homes, the Coroner’s office, doctors’ offices, and families with filing death records, verifying accuracy of information, data entry, and preparing records for filing with the Indiana Department of Health (IDOH), as well as preparing and indexing the records accordingly.
• Assists in preparing new birth records for Allen County and with IDOH. Reviews verifications, ensures absolute accuracy, and processes birth record verifications to and from mothers and forwards records to IDOH as directed.
• Updates birth record index and computer records accordingly. Assists parents with completing necessary homebirth paperwork, including explaining medical terminology and pregnancy-related questions.
• Composes and types a variety of letters, memos, reports, and other correspondences as directed by the Vital Records Division Director, including sensitive, non-routine correspondences requiring tact. Sorts and distributes daily mail, faxes, and electronic mail.
• Creates and enhances database files, researches and gathers information for monthly and annual statistical reports, and closes year-end reports. Assists with proper retrieval and filing of…