Vital Records Representative

State of Maine; Virginia (MN); Hybrid; USD 37,000 - 53,000; Full time

Job summary

State of Maine is seeking an Office Associate II in Augusta to perform front office tasks, manage vital records processes, and support daily operations within DRVS. The role requires strong organization, data accuracy, and customer service skills.

The position offers partial telework with manager approval after the probation period and includes a salary in the stated hourly range, with benefits typical of state employment. Prior office experience is valued.

Qualifications

• Experience in office and administrative support work demonstrating ability to apply modern office practices and independent decision-making in standard procedures.
• Ability to perform varied tasks, handle data, file, answer calls, route inquiries, and maintain documentation.

Responsibilities

• Facilitate registration of records with complete and accurate data according to policy and regulation.
• Greet and direct clients, supporting front desk operations as backup.
• Answer main phone line, take messages, and route calls.
• Notify visitors of arrival; track visits for meetings and conferences.
• Review applications for vital records and collect applicable fees.
• Copy/scan vital records and related documents.
• Sort and distribute mail; prepare outgoing mail.
• Update accounting spreadsheets; record payments (checks, cards, cash).
• Organize files and electronic systems; update as needed.
• Compile monthly counts of vital records services.
• Develop meeting agendas and distribute minutes to stakeholders.
• Draft and proofread office documents; update procedures.

Skills

Administrative support

Communication skills

Customer service

Office equipment

Tools

Microsoft Office

Job description

Department ofHealth 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:

As a key member of the DRVS team, your core responsibilities will include:

• 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

• 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.

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.

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto—“Dirigo” or “I lead”—as they provide essential services to Mainers every day. We believe in supporting our workforce’s health and wellbeing with a valuable total compensation package, including:

• 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 pays85%-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.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated foranything less than full-time.

There’s a job and then there’s purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.

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.

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