VITAL RECORDS INFO ASSISTANT - 10202026-81825
State of Tennessee
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Job summary
State of Tennessee in Nashville is seeking a Vital Records Info Assistant. Under supervision, you will assist the public with vital records information via phone, email, or in person, and support certificate processing and record updates.
The role requires strong attention to detail and customer service experience in health information settings. You will work in-office in Davidson County, with in-range salary and duties aligned to the Vital Records division.
Qualifications
- Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time work in vital records, medical records, clerical/office support or customer service delivery.
- Educational substitution allowed for related experience up to four years; college coursework can substitute for experience up to two years.
Responsibilities
- Responds to inquiries from the general public; interacts with agencies and officials to provide or obtain information.
- Collects and receipts fees for certificates or services and prepares correspondence for additional information or fees.
- Updates/edits records in the database and enters request data to track, locate, and issue records.
- Reviews court orders and forms for compliance with laws and processes birth certificates.
- Reviews scanned documents for correct attachment and explains policies as applied to requests.
- Maintains daily cash drawer and monitors lobby activity for safety and flow; reports suspicious activity.
Skills
Education
Tools
Job description
Opening Date/Time 10/20/2026 12:00AM Central Time
Opening Date/Time 10/20/2026 12:00AM Central Time
Closing Date/Time 10/26/2026 11:59PM Central Time
Salary (Monthly) $2,925.00 - $3,650.00
Salary (Annually) $35,100.00 - $43,800.00
Job Type Full-Time
City, State Location Nashville, TN
Department Health
This position requires a criminal background check. Therefore you may be required to provide information about your criminal history to be considered for this position.
This position is designed as in office.
Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time work in one or a combination of the following: vital records, medical records, clerical/office support work, or customer service delivery of health information.
Substitution of Education for Experience: Qualifying experience in vital records, medical records, clerical/office support work, or any customer service delivery may substitute for the required education on a year for year basis to a maximum of four years (e.g., experience equivalent to one year of full-time work in one or a combination of the above listed fields may substitute for one year of the required education).
Substitution of Experience for Education: Course work credit received from an accredited college or university may substitute for the required experience on a month-month basis to a maximum of two years (e.g., 45 quarter hours may substitute for one year of the required experience).
Under immediate supervision, is responsible for vital records information assistance work of average difficulty; and performs related work as required. An employee in this class is responsible for advanced work providing direct assistance and information pertaining to vital record issues to the general public, various agencies, and officials. Work involves providing vital records assistance by telephone, email, correspondence, or in person. This class differs from the Vital Records Supervisor in that an incumbent of the latter is responsible for supervising a vital records unit.
- Responds to inquiries from the general public; interacts with state and federal agencies, and external stakeholders daily to provide or obtain information.
- Collects and receipts appropriate fees for certificates or services; prepares correspondence requesting additional information, documents, or fees to finalize a legal process.
- Updates/Edits actual record in the database to correct information of a vital event, amends electronic image of records of event in compliance with Vital Records laws and rules, and enters request data into databases to track, locate and issue a record or certify no record found.
- Reviews court orders, forms, applications to determine compliance with laws and rules to process new certificate of birth. Reviews applications to determine entitlement to a requested service or record of event.
- Reviews scanned documents to ensure each document is attached to the correct image and explain and enforce Vital Records laws, rules, policies and procedures as they apply to each request.
- Accurately maintains daily cash drawer to ensure proper closeout; monitors activities in customer service lobby to ensure safety, traffic flow, and supplies. Reports suspicious documents, activity or behavior to supervisor for further action or investigation.
- Retrieves original certificates from storage boxes for inclusion in a sealed record file. Reviews documents to determine acceptability of records as supporting evidence to file or amend a record.
- Customer Focus
- Communicates Effectively
- Situational Adaptability
- Manages Complexity
- Drives Results
- Clerical
- Customer and Personal Service
- Active Learning and Listening
- Speaking
- Writing
- Reading Comprehension
- Service Orientation
- Written Comprehension
- Information Ordering
- Inductive Reasoning
- Selective Attention
- Computer
- Telephone
- Cashiering Equipment
- Scanner
- Copier
State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:
- A valid driver's license
- For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.
Please include your Driver's License Information under the Licenses and Certifications section of your application.
- Agencies may allow an exception based on other factors.
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