Vital Record Assistant

Department of Health and Human Services; Augusta (ME); Hybrid; USD 23,000 - 31,000; Full time

Benefits offered by this job

13 paid holidays

Vacation leave

Health insurance

Retirement plan

Gym membership reimbursement

Flexible spending accounts

Parental leave

Job summary

Department of Health and Human Services (DHHS) is seeking a Planning & Research Assistant in Augusta, ME. The role involves data collection, analysis, and administrative tasks related to Maine’s vital records.

You will manage the genealogist database, process weekly record requests, and track monthly totals with a focus on accuracy and compliance. The position offers partial telework with manager approval after the initial probation period and requires strong communication, organization, and

Qualifications

• Two-year combination of education, training, and/or experience in statistics, research and planning, or economic analysis.

Responsibilities

• Oversee genealogist database, review applications and fulfill record requests.
• Review physician reports for death with dignity compliance and follow up on missing data.
• Compile monthly counts and enter vital records operations totals.
• Prepare reports/graphs on revenue from State Share of Vital Record reports.
• Greet clients, answer main phone line, and direct calls accordingly.
• Update accounting spreadsheets and record payments (checks, cards, cash).
• Cross-train across vital records and support special projects.

Skills

Data analysis

Customer service

Office administration

Attention to detail

Communication skills

Job description

Department of Health and Human Services (DHHS) Planning & Research Assistant

Opening Date: September 2, 2026 Closing Date: September 16, 2026 Job Class Code: 0940 Grade: 14 (04) Salary: $17.04 - $22.68 per hour Position Number: 02031-2496 Location: Augusta -ANTICIPATED VACANCY- This position allows for partial telework with manager approval upon completion of the initial probationary period (6 months of employment). Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities:

As a Vital Record Assistant, you will play a key role by performing various planning, data collection and analysis, administrative and clerical tasks related to the registration and administration of Maine’s vital events. Data, Research, and Vital Statistics (DRVS), within the Department of Health and Health Services. We are seeking a highly skilled and self‑motivated front office worker to join our team. Your primary responsibilities will be to oversee the genealogist database, tracking their enrollments and processing their weekly requests for records. You will record and track operational totals monthly. You will review the provider reports of death with dignity patients to ensure compliance with the law and follow up with the physicians on missing or incomplete forms. You should be comfortable undertaking a variety of activities in the office, including filing, answering and routing incoming calls, sorting and delivering mail, organizing and reviewing documents, basic computation, and more. You will be expected to cross‑train across all areas of vital records. Reliability and a strong work ethic combined with great communication skills are a must.You will also:

• Maintain the genealogist database, reviewing their applications to determine their eligibility and fulfilling their requests for records.
• Review physician reports for death with dignity legal requirements and follow up with the physicians on any incomplete or missing data.
• Compile monthly counts for vital records services and enter vital records operations totals.
• Prepare reports, charts or graphs on revenue generated from the State Share of Vital Record reports.
• Serve as the primary back up to the front desk operations by greeting and welcoming clients and directing them appropriately.
• Promote a positive, professional image of the office.
• Answer the main phone line, take messages, and redirect calls to appropriate people.
• Copy and/or scan various vital records and/or documents.
• Sort and distribute incoming mail as well as prepare outgoing mail (envelopes, packages, etc.).
• Update accounting spreadsheets; record all checks, credit cards and cash received for services.
• Support administrative and special projects requirements, and other duties as assigned.

Minimum Qualifications:

A two (2) year combination of education, training, and/or experience providing a knowledge of statistics, methods of research and planning, and/or economic analysis.

Preferred candidates will also have:

• Excellent phone and customer service skills with diverse constituents.
• Proven job diligence, dedication and attention to detail.
• Ability to work in a multi-tasked environment with attention to detail, follow through, and flexibility.
• Ability to read and interpret Maine Statutes, rules and regulations related to vital records.

Agency information:

The Department of Health and Human Services (DHHS) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State's population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders. The Department also promotes public health, operates two state psychiatric hospitals, and provides oversight to health care providers. The mission for the Maine Center for Disease Control and Prevention (Maine CDC), within which this position is located, is to develop and deliver services to preserve, protect, and promote the health and well‑being of the citizens of Maine.

Application Information:

For questions about this position, please contact Theresa Roberts at 207-287-3657.

Benefits of working for the State of Maine:

• Work‑Life Fit – Rest is essential. Take time for yourself using 13 paid holidays and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime‑exempt employees receive personal leave. When you or immediate members of your family are ill, utilize 12 days of sick leave per year.
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($12,213.60 - $13,650.48 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.
• Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
• Retirement Plan – The State contributes the equivalent of 14.06% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
• Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
• Health and Dependent Care Flexible Spending Accounts – Set aside money pre‑tax to help pay for out‑of‑pocket health care expenses and/or daycare expenses.
• Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
• Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non‑birthing and adoptive parents—receive six weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
• Voluntary Deferred Compensation – Save additional pre‑tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.
• State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness.
• Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
• Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full‑time.

Equal Opportunity / Diversity Statement:

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics. If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.