Vital Records Representative

maine; Augusta (ME); Hybrid; USD 37,000 - 53,000; Full time

Job summary

The Department of Health and Human Services (DHHS) in Augusta seeks an Office Associate II to perform essential front desk and clerical duties in support of the Data, Research, and Vital Statistics (DRVS) division. The role involves data entry, record registrations, mail handling, and document management with cross-training across vital records.

Candidates should demonstrate reliability, strong communication, and the ability to follow Maine statutes and procedures.

Qualifications

• Experience in complex office support tasks and independent decision-making.
• Ability to read and interpret Maine statutes, rules and regulations related to vital records.
• Excellent interpersonal and customer service skills with diverse constituents.

Responsibilities

• Facilitate the registration of records with accurate data per policy and regulation.
• Greet clients at front desk and direct them appropriately.
• Answer and route main phone line; notify personnel of visitor arrivals.
• Review applications for vital records and collect associated fees.
• Update accounting spreadsheets and track checks, cards and cash.
• Organize files and electronic registration systems; compile monthly counts.
• Prepare office documents, agendas, minutes, and newsletters.

Skills

Customer service

Organizational skills

Communication skills

Telephone etiquette

Data entry

Education

Administrative experience

Tools

Microsoft Office

Job description

Department of Health and Human Services (DHHS)

Office Associate II

Opening Date: August 14, 2026

Closing Date: August 27, 2026

Job Class Code: 6542

Grade: 13 (Admin Svcs)

Salary: $17.73 - $25.53 per hour*

*This is inclusive of a 2.50% recruitment and retention stipend

Position Number: 02000-1783

Location: Augusta

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

This position allows for partial telework with manager approval upon completion of the initial probationary period.

As a Vital Record's Representative, you will play a key role by performing various 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 Human Services, is seeking a highly skilled and self-motivated front office worker to join our team. 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, as well as familiarity with all necessary office equipment, software, and procedures.

Core Responsibilities:

• Facilitate the registration of records by ensuring complete and accurate data is provided by the various stakeholders, in accordance with policy and regulation.
• 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.
• Notify personnel of visitor arrival; track visitor arrivals and departures for meetings and/or conferences.
• Review applications for vital records, identification, and other documents presented to determine applicant eligibility in addition to collection of the required fee's related to vital records.
• 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.
• Organize and/or maintain files and electronic registration systems, update when necessary.
• Compile monthly counts for vital records services and enter vital records operations totals.
• Develop meeting agendas, record minutes, and distribute them to stakeholders.
• Draft, review and proofread office documents.
• Update and develop procedure manuals and/or instructions for municipal clerks, funeral directors, health care providers, and members of the public. Prepare other written material as needed: office letters, memos, newsletters.
• Assist with genealogy requests and registration of genealogical researcher identification membership cards.
• Receive and respond to e-mails, faxes and verification requests.
• Support administrative and special projects requirements, and other duties as assigned.

Minimum Qualifications:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

Preferred candidates will also have:

• Aptitude and comfort with learning new applications as required.
• Demonstrated excellent organizational, coordinating and interpersonal skills.
• Excellent phone and customer service skills with diverse constituents.
• Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
• Ability to read and interpret Maine Statutes, rules and regulations related to vital records.