Vital Records Specialist

Navajo County; Holbrook (AZ); On-site; USD 38,000 - 52,000; Full time

Job summary

Navajo County is seeking an administrative professional to support vital records. You will process birth and death certificate applications, determine eligibility, and enter data into the state system and NCIS.

The role requires handling sensitive information, collecting payments, and coordinating with funeral homes, hospitals, and state agencies. You must have a high school diploma or GED with 3 years of related experience, strong data-entry skills, and knowledge of records management.

Qualifications

• Knowledge of records management practices and procedures.
• Understanding of federal, state, and county laws relevant to vital records.
• Experience with standard office equipment and software.
• Ability to interpret and apply laws to diverse situations.
• Skill in maintaining confidential documentation and effective communication.

Responsibilities

• Process birth certificate applications accurately and timely per state policies.
• Process death certificate applications accurately and timely per state policies.
• Enter birth/death data into the state system and local NCIS database.
• Determine eligibility for certificates, amendments and paternity actions.
• Answer public inquiries and coordinate with funeral homes, hospitals, and agencies.
• Ensure records are secure, accurate, and free of fraud; collect payments as needed.
• Travel to other locations within Navajo County to provide vital records services.
• Assist with front desk duties and other duties as assigned.

Skills

Records management

Legal knowledge

Office software

Data entry accuracy

Public inquiries handling

Education

High School Diploma or GED

3 years' relevant admin/records experience

Tools

Arizona Birth Registration System

NCIS (Navajo County Information System)

Job description

Under general supervision, performs administrative work of moderate difficulty in the administration of vital records. (Essential function, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

• Processes birth certificate applications accurately and timely, in accordance with federal and state statute, law and policies as well as Health District policies and procedures. Determines who is eligible to receive a birth certificate using state guidelines. Enters data into the Arizona Birth Registration & Information System and Database Application for Vital Events.
• Processes death certificate applications accurately and timely, in accordance with federal and state statute, law and policies as well as Health District policies and procedures. Determines who is eligible to receive a death certificate using state guidelines. Enters data into the Arizona Birth Registration & Information System and Database Application for Vital Events.
• Enters death record data received internally by funeral homes or hospitals into the state system, in accordance withState statute, law and policies as well as Health District policies and procedures.
• Enters birth record data received from hospitals into the state system, in accordance withstate statute, law and policies as well as Health District policies and procedures.
• Processes and determines eligibility for Acknowledgment of Paternity and Court Order Paternity, in accordance withstate statute, law and policies as well as Health District policies and procedures. Enter data into state system.
• Determines eligibility for amendments and corrections with proficiency for birth and death records, in accordance with state statute, law and policies as well as Health District policies and procedures. Enter amendments and corrections into state system.
• Responds to public inquiries and correspondence. Works regularly with funeral homes, physicians, medical examiners, lawyers, state agencies and other county departments.
• Evaluates accuracy of documents ensuring there is no fraud.
• Collects and processes payments in the Navajo County Information System (NCIS).
• Maintain records and documents in a secure and confidential manner.
• Travels to other locations within Navajo County to provide vital record services.
• Assists with front desk duties.
• Performs other duties as assigned.

• Knowledge of records management, practices and procedures.
• Knowledge of federal, state, and county laws, policies and procedures applicable to the administration of vital records.
• Knowledge of standard office equipment, computer software and spreadsheet applications.
• Skill in interpreting and applying laws, statutes and policies to diverse situations.
• Skill in working with complicated and detailed information.
• Skill in maintaining accurate, timely and confidential documentation and records.
• Skill in effectively communicating verbally and in writing.
• Skill in establishing and maintaining effective working relationships with employees, other agencies and the public.
• Skill in public relations, to include ability to effectively communicate both verbally and in writing and to de-escalate heightened situations.

High School Diploma or GED; and three years of progressively responsible administrative or records management experience; OR equivalent combination of education, training and experience; AND a valid Arizona driver’s license. Must hold or be able to obtain an Arizona Fingerprint Clearance Card to perform this position.