Job Description

Purpose/Description

The Vital Records Specialist 1 perform highly difficult, complex, and responsible office work, handling complex public contact, reviewing and processing various vital statistics documents such as Marriage Licenses, Birth and Death Records, Notary Commissions, Assumed Business Names, and CPL Applications. Vital statistics documents, as listed above, are utilized for various purposes, i.e. obtaining benefits such as social security and retirement benefits, state financial assistance, etc. Vital statistics documents are in most cases, treated as legal documents. The Vital Records Specialist 1 provides services to clients in the approximately 40 cities and townships located in Wayne County along with others who require our services.

Required Tasks

• Enforces the Vital Records Act by ensuring all instructions and regulations are followed according to state regulations. Oversees that all documents are completed and accurate.
• Provides information through mail, phone, both local and worldwide for people requesting information on obtaining birth, death certificates i.e., law enforcement, adoption agencies, genealogy, legal offices, veterans administration, social security etc.
• Handles public requests and provides information by resolving/referring a wide variety of problems regarding birth and deaths requested at the window.
• Monitors window, answers phone calls, and refers customers to the appropriate office. Issues certified vital records to customers at the window and documents all daily transactions.
• Files and distributes certified death records to funeral home directors.
• Maintains confidential personal information that must be safeguarded to prevent damage to customer’s lives.
• Utilizes sound judgment and caution in communications with individuals inside and outside the Department.
• Validates all identification and evidentiary documents presented by customers and agencies.
• Processes and issues receipts for required fees for all services provided.
• Accurately enters data and create records into various vital record programs in response to customer requests for certifiable copies of birth, death, marriage, CPL, assumed names, notary, etc.
• Prepares end of the day reports for Vital Chek, counter operations and marriage report to submit to the State of Michigan.
• Detects errors and make corrections according to appropriate MCL.
• Compiles data into electronic form for uploading by referring to computerized indexes, card files, microfiche, typed and handwritten ledgers, and vault books.
• Assists with training for new employees to be able to accurately enter vital record information.
• Provides fast and accurate customer services for requests of vital records for the public and other governmental agencies.

QUALIFICATIONS

Educational/Experience Requirements

• High School Diploma or equivalent; AND
• At least two (2) years of full-time paid relevant clerical or administrative experience

NOTE: Equivalent part-time experience in a law firm will be assessed and credited at the discretion of the Department of Personnel/Human Resources.

SPECIAL CONDITIONS Employees will be fingerprinted and must pass a national criminal background check before being placed in this position and periodically thereafter.

TYPES OF ASSESSMENTS A Written Assessment (100%) covering knowledge of general office practices, general clerical abilities, basic math skills, general clerical practices and procedures and related knowledge. Online virtual testing and testing at the Guardian Building is available.