Document Fulfillment Specialist

Kansas Department of Health and Environment; Kansas; On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Medical benefits

Vacation leave

Work-life balance programs

State holidays

Fitness centers

STAR discounts

Retirement & Deferred compensation

Job summary

Kansas Department of Health and Environment in Kansas City, KS is seeking a detail-oriented administrative professional for the Vital Statistics unit. You will manage orders, verify eligibility, and communicate documentation needs to customers.

Responsibilities include processing multiple queues, matching records, and ensuring accuracy in records scanning and updates. This role emphasizes compliance with state records policies and timely processing.

Qualifications

• One year of experience in general office, clerical and administrative support. Education may be substituted for experience as determined relevant by the agency.
• High School, GED

Responsibilities

• Determine course of action on orders that are not able to be released as they were received. Explain documentation needed to release certificates or provide information.
• Complete transactions routed to the Conflict, Cert Request, Checkdaily, Death Pend, and Cert Print queues; prioritize orders and route to appropriate departments.
• Perform match up to ensure eligibility and proper documentation; inspect certificates for time/date, registrar signature, and state seal.
• Update database and image records; assist with scanning and ensure accuracy while processing timely.

Skills

Customer service

Written communication

Attention to detail

Confidential information handling

Education

High School or GED

Tools

Word

Excel

PowerPoint

Access

Job description

Job Posting

Important Recruitment Information for this vacancy

Job Posting closes: September 28 th , 2026

Required documents uploaded by: September 28 th , 2026

Kansas Department of Health and Environment:

Our agency is led by Secretary Janet Stanek, who was appointed by Gov. Kelly in Dec 2021. KDHE is comprised of three divisions: Public Health, Environment, and Health Care Finance (which includes the State’s Medicaid program, KanCare). We are the only agency in the nation to have these three entities under one roof which allows us to take a holistic approach to improving and protecting the health and well-being of all Kansans.

Verification of identity and employment eligibility to work in the United States is required by federal law. For a list of acceptable documents that establish these criteria, please refer to the federal Form I-9 .

KDHE does not provide sponsorships for this position.

E-Verify

Kansas Department of Health and Environment (KDHE) participates in E-Verify and will provide the federal government with your I-9 information to confirm that you are authorized to work in the U.S. For additional information regarding E-Verify, please click here. For additional information regarding Immigrant and Employee Rights (IER) please click here.

http://www.kdhe.ks.gov/

About The Position

• Who can apply: Anyone (External).


• Classified/Unclassified Service: Unclassified


• Full-Time/Part-Time: Full-Time


• Regular/Temporary: Regular


• Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)


• Eligible to Receive Benefits: Yes


• Veterans' Preference Eligible: Yes


• Sponsorship: KDHE does not provide sponsorship for this position.

Compensation

• Hourly Pay Range: $17.78


• Salary can vary depending upon education, experience, or qualifications.

Employment Benefits

• Comprehensive medical, mental, dental, vision, and additional coverage


• Sick & Vacation leave


• Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave


• Paid State Holidays (designated by the Governor annually)


• Fitness Centers in select locations


• Employee discounts with the STAR Program


• Retirement And Deferred Compensation Programs

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities

The position (K0237958)

Customer Communication

Use knowledge and training on various statutes and office policies to independently determine course of action on orders that are not able to be released as they were received. Determine whether a phone call, email, form letter or composed letter will be needed to explain to the customer what documentation is needed in order to release the certificate, or to provide pertinent information to the customer regarding the certificate. Ensure letters and phone calls, which will be of a sensitive nature (i.e. no father listed, adoptions, etc.) include appropriate queries regarding clarification or need for additional documentation.

Queue Work

Complete transactions that are routed to the Conflict, Cert Request, Checkdaily, Death Pend, and Cert Print queues by correcting the Audit Trail and determining appropriate steps for processing. Prioritize orders based on level of importance. Use knowledge and training on various statutes and office policies to independently determine which record is the legal, issuable record and determine if requester is eligible to receive certificate. Perform the match up process for certificates issued either manually or automatically from these queues. Route orders that are unable to be completed to appropriate department for further processing. Locate certificates through various indexing procedures and issue from microfilm as needed. Once queue work is complete, determine where order is to be routed to complete processing.Trim unissuable portion of the records before routing to be mailed.

Match Up

Perform match up process for regular mail, VitalChek, PayIt and any other orders as necessary. Check the application, receipt and certificate for eligibility, proper identification, statutory compliance and inconsistencies in order to prevent fraudulent orders from being fulfilled. Ensure that the correct type and amount of certificates has been issued. Inspect issued certificate, ensuring the time/date/registrar signature is printed and that state seal and inventory control number are visible. Trim certificates as needed, so that only the issuable portion of the record is released. Watch for legitimacy and derogatory remarks on certificates following set process for statutory issuance.

System Testing and Updating

Use knowledge of office procedure and statutes to perform system tests and recommend modifications as systems are being designed. Provide assistance with the scanning of records into an image database and connect each image in the system to the index database. Update information in database to match information on the images. Must maintain accuracy while working in a timely manner.

Qualifications

• Education:
  
  
  
  • High School, GED
  
  
  
  


• Licensing & Certification:
  
  
  
  • Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.
  
  
  
  


• Minimum Qualifications:
  
  
  
  • One year of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.
  
  
  
  


• Preferred Qualifications:
  
  
  
  • Word, Excel, PowerPoint, Access
  
  
  • Proofreading, editing, attention to detail
  
  
  • Good written communication skills
  
  
  • Customer service experience
  
  
  • Experience with confidential information
  
  
  
  


• Post-Offer, Pre-employment Requirements:
  
  
  
  • In accordance with K.S.A 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant's eligibility to perform tasks within the Office of Vital Statistics.
  
  
  • Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law. If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions
  
  
  
  

How To Claim Veterans Preference

Veterans' Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a \"veteran\"; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager.

Learn more about claiming Veteran’s Preference

How To Claim Disability Hiring Preference

Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager.

Learn more about claiming Disability Hiring Preference

PLEASE NOTE

The documentation verifying a person's eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be sent either by fax to [phone], scanned and emailed to [e-mail], or can be mailed/delivered in person to:

ATTN: Disability Hiring Preference Coordinator

Office of Personnel Services

Landon State Office Building

900 SW Jackson, Rm 401

Topeka, KS 66612

Equal Employment Opportunity

The State of Kansas is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.