Vital Records Office Service Specialist

Commonwealth of VA Careers; Richmond (VA); On-site; USD 33,000 - 47,000; Full time

Job summary

Virginia Department of Health is seeking a Vital Records Office Services Specialist to process a high volume of vital records mail and data entry with precision. You will manage letters, payments, and document scanning while maintaining files and supporting quality assurance.

Position requires strong office skills, excellent communication, and the ability to meet daily production goals in a fast-paced environment at the Richmond area Vital Records office.

Qualifications

• General knowledge of office principles and practices.
• Working knowledge of Microsoft Office products.
• Skill in operating standard office equipment.
• Experience interpreting and following established procedures.
• Strong communication skills, both written and verbal.
• Ability to work independently with minimal supervision and meet deadlines.
• Experience completing a high volume of work daily.
• Strong attention to detail and accuracy in data entry.

Responsibilities

• Process a high volume of vital records mail and/or enter data with high accuracy.
• Send letters to customers and maintain office files.
• Perform quality assurance and scan documents into the Vital Records System.
• Process customer checks and adhere to VDH policies and procedures.
• Meet daily production goals while following established guidelines.

Skills

Office basics

Microsoft Office

Data entry accuracy

Procedural interpretation

Written and verbal communication

Independent work

High-volume work

Attention to detail

Tools

Microsoft Office

Job description

Title: Vital Records Office Service Specialist

State Role Title:Admin and Office Spec II

Hiring Range: $32,760 - $46,500

Pay Band: 2

Agency: Virginia Department of Health

Location:VITAL RECORDS

Agency Website:http://www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

The work at Vital Records impacts the lives of thousands of Virginians every day. As a Vital Records Office Services Specialist you will process and distribute a high volume of vital records mail and/or enter a high volume of vital records data in various mail logs with very good accuracy. This position is also responsible for sending letters to customers, maintaining office files, performing quality assurance, processing customer checks, and scanning documents into the Vital Records System, and is required to meet daily production goals while adhering to VDH policies and procedures.

Work location: Office of Vital Records- 8701 Park Central Drive, Richmond, VA 23227

Join a team of professionals committed to protecting public health!

The Virginia Department of Health (VDH) is dedicated to protecting and promoting the health of all Virginians. VDH is made up of a statewide Central Office in Richmond and 33 local health districts.

The Virginia Department of Health offers 12 paid holidays, medical, dental, vision, and life insurance, retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan) as well as sick, family/personal, and annual leave!

Minimum Qualifications

• 1. General knowledge of office principles and practices.
• 2. Demonstrated working knowledge of Microsoft Office Products.
• 3. Considerable skill in the operation of standard office equipment.
• 4. Experience with interpreting and following established procedures and guidelines.
• 5. Strong communication skills, both written and verbal.
• 6. Experience working independently with minimal supervision and meeting deadlines.
• 7. Experience completing a high volume of work on a daily basis.
• 8. Strong attention to detail and accuracy in data entry.

Additional Considerations

• 1. Experience working in an office setting handling confidential information.
• 2. Experience receiving and reconciling customer payments for services.
• 3. Experience performing research to solve problems, using analytical and critical thinking skills.

Special Instructions

Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service’s Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions.

It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: http://www.vdh.virginia.gov

If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.