Vital Records Secretary — Public Service & Confidentiality

East Chicago; East Chicago (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of East Chicago is seeking a detail-oriented Secretary to support the Health Department’s Vital Records Division. This position processes and maintains confidential records, assists the public, handles authorized fees, and provides administrative support to department leadership.

Responsibilities include reviewing applications, issuing records, collecting fees, safeguarding records, preparing correspondence, and coordinating with residents, funeral homes, medical providers, and

Qualifications

• High school diploma or GED required.
• Strong computer, data-entry, organizational, and communication skills.
• Ability to maintain confidentiality and follow procedures.

Responsibilities

• Review applications and issue authorized birth, death, fetal-death, and related records.
• Verify identification, eligibility, relationship, and supporting documentation.
• Enter, maintain, and retrieve information through DRIVE and approved City systems.
• Assist parents with Paternity Affidavits and birth amendments.
• Collect fees, issue receipts, balance transactions, and maintain records.
• Protect confidential records and PII; safeguard system credentials.
• Prepare correspondence, reports, and meeting materials.
• Assist with purchasing, invoices, inventory, and general office tasks.
• Respond professionally to residents, funeral homes, medical providers, attorneys, courts, and agencies.

Skills

Data entry

Customer service

Communication skills

Confidentiality

Organizational skills

Attention to detail

Time management

Education

High school diploma or GED

Tools

DRIVE system

Access Indiana

Job description

The City of East Chicago is seeking a detail-oriented Secretary to support the Health Department’s Vital Records Division. This position processes and maintains confidential records, assists the public, handles authorized fees, and provides administrative support to department leadership.

Responsibilities include reviewing applications, issuing records, collecting fees, safeguarding records, preparing correspondence, and coordinating with residents, funeral homes, medical providers, and