Calculations Assistant, Vital Records

State of Michigan; Lansing (MI); Hybrid; USD 38,000 - 52,000; Full time

Job summary

The State of Michigan’s MDHHS is seeking staff to manage the front desk for vital records, certify applications, verify IDs, and process orders in BRS/VERA. Duties include handling various payment methods and balancing cash at shift end, with strict adherence to the agency’s policies.

Positions may allow remote or hybrid work within Michigan; candidates should confirm location at interview and must complete all required application steps via NEOGOV with documents such as resume, cover letter,

Qualifications

• Educational level typically acquired through completion of high school.
• Calculations Assistant 5: No specific type or amount is required.
• Calculations Assistant 6: One year of administrative support experience.
• Calculations Assistant E7: Two years of administrative support, including one year equivalent to a Calculations Assistant 6, involving examining, counting, and coding, performing basic mathematical calculations and proofreading numerical data.
• Calculations Assistant 8: Three years of administrative support experience, including one year equivalent to a Calculations Assistant E7, involving examining, counting, and coding, performing basic mathematical calculations and proofreading numerical data.

Responsibilities

• Maintain front desk area where vital records requests are received from the general public.
• Certify applications, verify signatures and IDs, determine eligibility for the record and enter the order into BRS/VERA.
• Handle fees and payments (cash, check, money order, credit cards) and reconcile cash at end of shift.
• Review daily return mail and process it.
• Ability to work remotely or hybrid within Michigan as needed.

Education

High school diploma

Job description

The MDHHS mission is to provide opportunities, services, and programs that promote a healthy, safe, and stable environment for residents to be self-sufficient. We are committed to ensuring a diverse workforce and a work environment whereby all employees are treated with dignity, respect and fairness. For more information, please visit our MDHHS Diversity, Equity, and Inclusion Plan.

This position maintains the front desk area where requests for vital records are received from the general public. The employee certifies applications are complete and contain a valid signature and reviews acceptable ID, determines eligibility for the record requested to enter the order into the BRS (Birth Registry System)/ VERA (Vital Event Registration Application. Employee determines fees, receives payment in the form of cash, check, money order, or credit cards and returns change, balances drawer and does cash out at end of shift and generates a credit card settlement report and submits revenue to the supervisor. Also double-checks co-workers nightly cash-out for cash, check and money order totals. This position reviews and manages daily return mail, and processes.

To be considered for this position you must:

• Apply for this position online via NEOGOV; click on "Apply" in the job posting for instructions on submitting your electronic application. Hard copy applications are not accepted.
• Relevant experience and/or education referred to in the supplemental questions must be documented in the resume, transcript and/or application to allow for accurate screening.
• Attach a resume identifying specific experience and dates of employment. Dates of employment should include month and year and hours per week.
• Attach a cover letter.
• If applicable, attach a copy of an official transcript(s). We accept scanned copies of official transcripts. We do not accept web-based, internet, or copies of unofficial transcripts. Official transcripts provide the name of the institution, confirmation that a degree was awarded and on what date, and the registrar's signature.

Failure to complete any of the above items may result in your application not being considered.

Education

Educational level typically acquired through completion of high school.

Experience

• Calculations Assistant 5: No specific type or amount is required.
• Calculations Assistant 6: One year of administrative support experience.
• Calculations Assistant E7: Two years of administrative support, including one year equivalent to a Calculations Assistant 6, involving examining, counting, and coding, performing basic mathematical calculations and proofreading numerical data.
• Calculations Assistant 8: Three years of administrative support experience, including one year equivalent to a Calculations Assistant E7, involving examining, counting, and coding, performing basic mathematical calculations and proofreading numerical data.

Position Location/Remote Office

The physical location of this position is 333 South Grand Avenue, Lansing, MI 48933. Based on operational needs and within established limits, remote work and alternate or hybrid work schedule requests for this position may be considered. Selected candidates who have been approved to work remotely or a hybrid schedule must complete that work within Michigan. Candidates should confirm work location and schedule at the time of interview.

Employees will be provided computers to perform state work. Phones may also be provided for necessary communications. If working remotely, employees will be responsible for providing other components of a remote office at their own expense, including:

• A secure work location that allows privacy and prevents distractions.
• A high-speed internet connection of at least 25 Mbps download and 5 Mbps upload.
• Suitable lighting, furniture, and utilities.

Your application for any position does not guarantee you will be contacted by the Department/Agency for further consideration. Only those applicants interviewed will be notified of the results.

The use of artificial intelligence (AI) software of any kind is prohibited in all areas of the selection process; including, but not limited to, responses to application questions, and responses to interview questions or exercises.

As a Condition of Employment: this position requires successful completion of a background investigation and a criminal records check. If you previously held status in this classification and departed within the last three (3) years, please contact Human Resources regarding your interest in a potential reinstatement. Reinstatement is not guaranteed or required.

The Department of Health & Human Services reserves the right to close this posting prior to its original end date once a sufficient number of applications have been received.

For information about this specific position, please email [e-mail]. Please reference the job posting number in subject line.

MDHHS is proud to be a Michigan Veteran’s Affairs Agency (MVAA) Gold Level Veteran-Friendly Employer.