NEW JOB OPENING
VITAL RECORDS SPECIALIST - CUSTOMER SERVICE & RECORDS MANAGEMENT
IN Oklahoma City, OK, USA!

Education:

· Associate’s degree



Required Experience:

· At least one (1) year of experience in Customer service or maintaining confidential records in an office environment



Knowledge, Skills & Abilities

· Knowledge of office administration and record management practices.

· Strong attention to detail and organizational skills.

· Ability to interpret and apply laws, regulations, policies, and procedures.

· Critical thinking and problem-solving abilities.

· Excellent written and verbal communication skills.

· Strong customer service skills and the ability to work effectively with diverse populations.

· Ability to maintain strict confidentiality and handle sensitive information responsibly.

· Proficiency with computer systems, databases, and office software applications.



Key Responsibilities:

·Vital Records Processing

· Research, create, update, maintain, and process vital records with a high degree of accuracy.

· Register birth and death certificates in compliance with state laws, regulations, and federal reporting requirements.

· Amend, replace, and maintain records while preserving required documentation and system controls.

· Maintain accurate electronic records and indexes using specialized databases and software systems.



Customer Service & Case Management

· Respond to requests for records and information received by mail, phone, online platforms, and in-person visits.

· Analyze customer inquiries and determine appropriate solutions based on applicable laws, policies, and procedures.

· Provide clear written and verbal guidance regarding record requests, filing requirements, and eligibility standards.

· Serve as a liaison between the agency, public health organizations, social service programs, and other governmental entities.



Document Review & Verification

· Review and evaluate complex legal documents, including: Court orders, Affidavits, Domestic and foreign identification documents, Benefit statements, Lease agreements

· Verify applicant identity and eligibility to help prevent fraud, identity theft, and unauthorized release of confidential information.

· Validate identification documents and investigate potentially fraudulent submissions.



Collaboration & Technical Support

· Assist hospitals, clinics, physicians, funeral homes, attorneys, medical examiners, and other partners with filing and amending vital records.

· Coordinate with internal departments and state or federal agencies to obtain supporting documentation.

· Provide training and guidance on the use of proprietary software systems used for vital records registration and certification.

· Participate in user acceptance testing for new software systems and assist with the development of user guides, system documentation, and policy manuals.



Quality Assurance & Administrative Support

· Conduct audits of medical records and submitted documentation to ensure accuracy and compliance.

· Maintain organized case files and supporting documentation for audits and special projects.

· Process, sort, scan, index, and prioritize incoming mail according to department procedures.

· Stay informed of changes in laws, regulations, policies, and procedures affecting vital records operations.



Overview:

· Under the direction of the State Registrar of Vital Records, the Vital Records Specialist supports the registration, maintenance, and issuance of official birth and death records.

· This role assists both the public and data providers with record requests, amendments, corrections, and the processing of confidential vital records.

· This is an entry-level professional position designed for individuals who are eager to learn state laws, policies, and procedures governing vital records.

· The specialist will develop expertise in reviewing legal documents, maintaining record accuracy, protecting confidential information, and providing outstanding customer service to a diverse population.

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**