Secretary – Vital Records

East Chicago; East Chicago (IN); Vor Ort; USD 36.000 - 48.000; Vollzeit

Zusammenfassung

The City of East Chicago is seeking a detail-oriented Secretary to support the Health Department’s Vital Records Division. This position processes and maintains confidential records, assists the public, handles authorized fees, and provides administrative support to department leadership.

Responsibilities include reviewing applications, issuing records, collecting fees, safeguarding records, preparing correspondence, and coordinating with residents, funeral homes, medical providers, and

Qualifikationen

• High school diploma or GED required.
• Strong computer, data-entry, organizational, and communication skills.
• Ability to maintain confidentiality and follow procedures.

Aufgaben

• Review applications and issue authorized birth, death, fetal-death, and related records.
• Verify identification, eligibility, relationship, and supporting documentation.
• Enter, maintain, and retrieve information through DRIVE and approved City systems.
• Assist parents with Paternity Affidavits and birth amendments.
• Collect fees, issue receipts, balance transactions, and maintain records.
• Protect confidential records and PII; safeguard system credentials.
• Prepare correspondence, reports, and meeting materials.
• Assist with purchasing, invoices, inventory, and general office tasks.
• Respond professionally to residents, funeral homes, medical providers, attorneys, courts, and agencies.

Kenntnisse

Data entry

Customer service

Communication skills

Confidentiality

Organizational skills

Attention to detail

Time management

Ausbildung

High school diploma or GED

Tools

DRIVE system

Access Indiana

Jobbeschreibung

Job Opportunities

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“Protecting Records. Serving Families. Supporting Our Community.” We are seeking a detail-oriented professional committed to accuracy, confidentiality, and exceptional public service.

Department: Health Department / Secretary – Vital Records

Position: Secretary – Vital Records Employment Status: Full-Time | Non-Exempt Posting Period: Priority Application Review 10/19/2026 / Open Until Filled

Salary: In accordance with the City of East Chicago’s Salary Ordinance passed by the Common Council.

Position Summary

The City of East Chicago is seeking a detail-oriented Secretary to support the Health Department’s Vital Records Division. This position processes and maintains confidential vital records, assists the public, handles authorized fees, and provides administrative support to department leadership.

Primary Responsibilities

• Review applications and issue authorized birth, death, fetal-death, and related records.
• Verify identification, eligibility, relationship, and supporting documentation.
• Enter, maintain, and retrieve information through DRIVE and approved City systems.
• Assist parents of children born in East Chicago with Paternity Affidavits and birth amendments.
• Collect fees, issue receipts, balance transactions, and maintain required records.
• Protect confidential records, security paper, system credentials, and personally identifiable information.
• Prepare correspondence, reports, meeting packets, notices, and minutes.
• Assist with purchasing, invoices, inventory, personnel documentation, and general office operations.
• Respond professionally to residents, funeral homes, medical providers, attorneys, courts, and government agencies.

Minimum Qualifications

• High school diploma or GED required.
• Valid Indiana Driver’s License is required.
• At least one year of clerical, administrative, records-management, customer-service, accounting-support, or cash-handling experience preferred.
• Strong computer, data-entry, organizational, customer-service, and written and verbal communication skills.
• Ability to maintain confidentiality, review documents accurately, follow detailed procedures, and manage competing priorities.

Required Credentials and Training

The selected candidate must obtain and maintain required DRIVE and Access Indiana access, complete applicable Indiana Department of Health and State Board of Accounts training, and obtain an Indiana Notary Public commission if assigned notarial duties.

Knowledge, Skills, and Abilities

The successful candidate should possess or demonstrate the ability to develop:

• Standard office procedures, recordkeeping practices, and customer-service principles.
• Basic cash-handling, receipting, reconciliation, and internal-control procedures.
• Confidentiality, records security, and appropriate handling of personally identifiable information.
• Applicable vital-records procedures and document-retention requirements.
• Accurate data entry, document review, filing, and records retrieval.
• Operating computers, databases, email, and standard office equipment.
• Handling payments, issuing receipts, and balancing daily transactions.
• Communicating professionally and respectfully with the public and partner agencies.
• Organizing assignments and completing time-sensitive work with attention to detail.
• Interpret and consistently follow laws, regulations, policies, and written procedures.
• Verify identification, eligibility, and supporting documentation before issuing records.
• Maintain strict confidentiality and exercise sound judgment.
• Identify discrepancies, incomplete information, or potentially fraudulent requests.
• Work independently while maintaining appropriate supervisory review and segregation of duties.
• Manage competing priorities and remain professional when handling sensitive or difficult matters.
• Establish effective working relationships with employees, officials, agencies, and members of the public.

Important Information About This Posting

• This posting summarizes the position's primary duties and qualifications. The complete job description is available on the City's website, upon request, and during the interview process.

Equal Employment Opportunity & Reasonable Accommodation

The City of East Chicago does not discriminate in its employment decisions based on race, color, religion, gender, age, genetic information, disability, national origin, ancestry, veteran status, or any other characteristic protected by law.