Vital Records Help Desk Specialist

Job Title: Vital Records Support Specialist

FLSA Status: Exempt

Department: Vital Records

WC Code: 8810

Job Profile: E17B

• Duration: 6-12 months with option to extend (
  not to exceed 12 months total
  )
• Location &
  
  Schedule:
  
  
  In office located at 123 Robert S Kerr Ave ( Being present in the office is an essential function of this job ) - Oklahoma City, OK
• Timeline & Interview Process: 1 interview that will be held in person
  . Preferred start date of November 2nd

This position serves as the primary point of contact for the Help Desk
, providing 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.

• 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.

• Demonstrate understanding of and commitment to the organization’s mission, values, policies,
  confidentiality standards
  , and ethical guidelines
  .
• Work collaboratively in a team environment, supporting and assisting colleagues to achieve shared goals.

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

• Bachelor’s degree in Public Health, Health Information Management
  , or a related field
• Expe…