Vital Records Support Specialist

Vital Records Support Specialist

Agency:
Oklahoma State Department of Health (OSDH), Vital Records Division

Location:

Central Office – 123 Robert S Kerr Ave, OK 73102

Schedule:

Monday – Friday, 8:00 AM – 5:00 PM (Full‑time)

Salary:
Up to $49,000.00 per year, based on education and experience

This role serves as the primary point of contact for the Vital Records Help Desk, providing frontline support to users navigating ROVER and other Vital Records tools. The specialist monitors and responds to inquiries, troubleshoots access and usage issues, escalates complex matters, and maintains high responsiveness and professionalism.

The specialist works closely with internal teams to identify documentation gaps, initiate resolutions, and support continuous improvement across operational processes. Responsibilities also include training coordination, ROVER compliance monitoring, stakeholder communication, and contributing to program reliability and integrity.

• Serve as the primary point of contact for the Vital Records Help Desk, providing timely and accurate support to internal staff and external stakeholders using ROVER and other program tools.
• Monitor and respond to incoming requests across operational areas including onboarding, offboarding, training, data quality, and platform support.
• Assess each request, assign to the appropriate resource or resolve directly, ensuring consistent follow‑through and resolution.
• Troubleshoot access, usage, and workflow issues, escalating complex matters when necessary.
• Coordinate and respond to internal training requests, assisting with scheduling, materials, and follow‑up support.
• Collaborate with internal teams to identify documentation gaps and support process improvement or staff guidance.
• Participate in development and delivery of resources, including webinars, virtual sessions, and written guides.
• Conduct user testing of platform updates and enhancements; document findings and contribute to user‑facing materials such as manuals and process guides.
• Maintain awareness of current workflows and platform functionality to ensure accurate support and guidance.
• Ensure compliance with applicable regulations and standards related to data accuracy, integrity, and reporting.
• Support cross‑functional projects and initiatives, contributing to continuous improvement efforts across the Vital Records Program.
• Provide administrative and programmatic support to leadership and other team members as needed.
• Perform other duties as assigned, including special projects related to service delivery, documentation, and operational efficiency.
• Being present in the office is an essential function of this job.

• Bachelor’s degree or equivalent combination of education and experience, substituting one year of qualifying experience for each year of required education.
• Willingness and ability to perform all job‑related travel normally associated with this position and possess a valid driver’s license.

• Bachelor’s degree in Public Health, Health Information Management, or a related field.
• Experience in investigative troubleshooting and user support, particularly in a help desk or technical assistance setting.
• Familiarity with Vital Records workflows, including registration, issuance, and amendment processes for birth, death, and fetal death records.
• Strong analytical skills with the ability to identify gaps, resolve issues, and contribute to process improvement.
• Comfort working in a dynamic, service‑oriented environment with multiple stakeholders and competing priorities.

• 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 and tuition reimbursement.
• Employee discounts with a variety of companies and vendors.
• Longevity bonus for years of service.

Being present at the office is an essential function of this job.

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.