Administrative Coordinator 3

State of Louisiana; New Orleans (LA); On-site; USD 36,000 - 48,000; Full time

Job summary

The Louisiana Department of Health is seeking a dedicated professional to support the Vital Records unit in Orleans Parish. You will assist customers, review applications, and ensure compliance with state laws while maintaining confidentiality and accuracy of records.

Role involves handling calls, mail, and LEERS case management with opportunities for career growth and training within LDH.

Qualifications

• Two years of experience in administrative services.
• Experience substitution: eligible hours credited as six months experience per 15 semester hours.
• Ability to manage records, payments, and inquiries under state laws.

Responsibilities

• Assist walk-in customers with vital records requests and review applications.
• Provide professional customer service on vital record services and fees.
• Process correspondence, verify payments, and create cases in LEERS.
• Respond to high volumes of inquiries via phone and mail and escalate when needed.
• Process vital event registrations and coordinate with originators to resolve discrepancies.
• Issue marriage licenses and provide guidance on relevant laws and procedures.
• Support daily Vital Records operations including inventory and trainings.

Skills

Administrative skills

Following directions

Accountability

Resource management

Data analysis

Tools

LEERS

Job description

About This Job

The mission of the Louisiana Department of Health is to protect and promote health and to ensure access to medical, preventive, and rehabilitative services for all residents of the State of Louisiana.

Learn more about Louisiana Department of Health

Be Part of the Work That Matters to Louisiana!

Join the Louisiana Department of Health’s Center for Vital Records and Statistics and play a vital role in delivering essential services to the public. From assisting customers and supporting statewide vital record registration to protecting confidential records and ensuring data accuracy, this dynamic position offers opportunities to make a meaningful impact every day. With career progression built into the role, bring your skills to LDH and grow your career while serving the people of Louisiana.

An Ideal Candidate Should Possess The Following Competencies:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.
• Using Data: The ability to collect, analyze, and use data to generate insights and inform decisions.

Minimum Qualifications

Two years of experience in administrative services.

Experience Substitution

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

Job Duties

Job Duties and Other Information

• Assists walk-in customers with vital records requests, reviews applications and supporting documentation, verifies legal authority and fees, and routes requests for appropriate processing in accordance with Louisiana Vital Statistics laws.
• Provides accurate and professional customer service regarding vital record services, fees, confidentiality, and disclosure requirements, including responding to inquiries from Clerks of Court and the general public.
• Manages and processes incoming correspondence and certified and express mail, maintains required records, verifies payments, creates cases in LEERS, and ensures documents are processed and maintained according to established procedures.
• Responds to a high volume of telephone calls, researches customer inquiries and document status in LEERS, routes calls to appropriate units, processes information packet requests, and escalates complex matters when necessary.
• Processes and reviews vital event registrations, including birth, death, fetal death, marriage, and divorce records, ensuring submitted information is complete and accurate and coordinating with record originators to resolve discrepancies.
• Issues, accepts, and records marriage licenses and provides technical assistance to Clerks of Court, officiants, judges, clergy, and the public regarding Louisiana marriage license laws, procedures, and documentation.
• Supports daily Vital Records operations through inventory and surplus activities, document retention and destruction procedures, bank note reconciliation, staff training, meetings, required trainings, and other special projects as assigned.

Position-Specific Details

Location: Office of Public Health / Bureau of Vital Records/ Orleans Parish

Appointment Type: This position will be filled as a Probationary appointment

Cost Center: 326307310

Position Number(s): 55895

This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.

LDH supports Louisiana’s commitment to being a State as a Model Employer (SAME) by promoting the recruitment, hiring, and retention of individuals with disabilities.

Information on the Louisiana Works, Louisiana Rehabilitation Services is available here.

LDH is an equal opportunity employer and seeks to recruit a highly productive and diverse workforce and will provide equal employment opportunities to all employees and prospective employees. Employment decisions shall be based strictly on merit and without regard to religious or political beliefs, sex, race, or any other non-merit factor.

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a State Employee, You Will Earn Competitive Pay, Choose From a Variety Of Benefits, And Have Access To a Great Professional Development Program:

Insurance Coverage More information can be found at https://info.groupbenefits.org/

Parental Leave – Up to six weeks paid parental leave

More information can be found at https://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave – State employees receive the following paid holidays each year:

• New Year's Day
• Martin Luther King, Jr. Day,
• Mardi Gras,
• Good Friday,
• Memorial Day,
• Independence Day,
• Labor Day,
• Veteran's Day,
• Thanksgiving Day and Christmas Day.
• Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement – State Of Louisiana Employees Are Eligible To Participate In Various Retirement Systems (based On The Type Of Appointment And Agency For Which An Employee Works). These Retirement Systems Provide Retirement Allowances And Other Benefits For State Officers And Employees And Their Beneficiaries. State Retirement Systems May Include (but Are Not Limited To):

• Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video to give you more detailed information about their system
• Teacher's Retirement System of Louisiana (www.trsl.org),
• Louisiana School Employees Retirement System (www.lsers.net), among others