Vital Records Information Specialist

Tennessee Department of Health; Nashville (TN); On-site; USD 35,000 - 44,000; Full time

Job summary

Tennessee Department of Health in Nashville, TN seeks a Vital Records Information Assistant to provide direct information and support to the public, agencies, and officials via phone, email, or in person. The role handles requests, data updates, and fee processing with accuracy and compliance.

Under supervision, the incumbent will manage vital records inquiries, process certificates, and maintain records with a focus on customer service and adherence to state laws and rules.

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 of health information.
• Substitution of Education for Experience: qualifying experience may substitute for the required education on a year-for-year basis to a maximum of four years.
• Substitution of Experience for Education: college coursework may substitute for experience on a month-for-month basis to a maximum of two years.

Responsibilities

• Responds to inquiries from the general public; interacts with state and federal agencies to provide or obtain information.
• Collects and receipts appropriate fees for certificates or services; prepares correspondence for finalizing a legal process.
• Updates/edits records in the database and amends electronic images to ensure accuracy.
• Reviews court orders and applications to determine compliance with laws and rules.
• Reviews scanned documents to ensure correct attachment and explains policies as applied to each request.
• Maintains cash drawer and monitors lobby activity for safety and flow; reports suspicious activity.
• Retrieves original certificates for sealed record files and reviews documents for admissibility.

Skills

Active listening

Speaking

Writing

Reading comprehension

Service orientation

Education

High school diploma or equivalent

Tools

Computer

Telephone

Cashiering Equipment

Scanner

Copier

Job description

Tennessee Department of Health in Nashville, TN seeks a Vital Records Information Assistant to provide direct information and support to the public, agencies, and officials via phone, email, or in person. The role handles requests, data updates, and fee processing with accuracy and compliance.

Under supervision, the incumbent will manage vital records inquiries, process certificates, and maintain records with a focus on customer service and adherence to state laws and rules.