Vital Records Support Specialist

Vital Records Support Specialist

Agency:
Oklahoma State Department of Health

Location:

Central Office- 123 Robert S Kerr Ave, OK 73102

Salary: up to $49,000.00, based on education and experience

Full Time /Part Time:
Full Time

Work Schedule:

Monday – Friday

Primary

Hours:

8am-5pm

Position

Description:

This position serves as the primary point of contact for the Help Desk, this position provides frontline support to users navigating the ROVER and other Vital Records tools. Responsibilities include monitoring and responding to inquiries, troubleshooting access and usage issues, and escalating complex matters, when necessary, while maintaining a high level of responsiveness and professionalism.

The specialist works closely with internal teams to identify documentation gaps, initiate resolutions, and support continuous improvement across operational processes. The role also contributes to training coordination, ROVER compliance monitoring, and stakeholder communication, helping to ensure reliability, responsiveness, and integrity throughout the Vital Records Program.

Position Responsibilities/

Essential Functions:

• 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 the 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 and either assign it to the appropriate resource or take ownership of resolving it 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 efforts to resolve them through process improvement or staff guidance.
• Participate in the 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.
• Other duties as assigned.

Other Duties:

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Works effectively in team environment, participating and assisting their peers.

Minimum Qualifications:

• Education and Experience requirements at this level consist of a bachelor's degree or an equivalent combination of education and experience, substituting one year of qualifying experience for each year 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.

Preferred:

• 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

Application Requirements:

• If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of application.
• All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

Valued

Knowledge, Skills and Abilities:

• Strong understanding of vital records program workflows: registration, issuance, birth, death, fetal death, and order processing
• Proven problem-solving skills focused on workflow reliability, user experience, and compliance
• Excellent communication skills, with the ability to translate technical and procedural concepts for diverse internal and external stakeholders
• Adaptability to manage competing priorities in a complex, dynamic environment
• Commitment to responsive service delivery and proactive…