Vital Records Support Specialist

Aroha Technologies, Inc; Oklahoma City (OK); On-site; USD 48,000 - 64,000; Full time

Job summary

Aroha Technologies, Inc is seeking a Vital Records Support Specialist to serve as the primary contact for the Help Desk, guiding internal staff and external stakeholders through the ROVER and related tools. You will monitor inquiries, troubleshoot issues, and drive process improvements while ensuring compliance and data integrity.

The role emphasizes training coordination, documentation development, and collaborative effort across teams, with an emphasis on responsiveness and accuracy in a

Qualifications

• Education and Experience requirements include a bachelor's degree and one year of experience, or an equivalent combination.
• Preferred: degree in Public Health, Health Information Management, or related field.
• Experience in investigations, troubleshooting, and user support is advantageous.
• Familiarity with vital records workflows and compliance considerations.

Responsibilities

• Serve as primary contact for Vital Records Help Desk, supporting internal staff and external stakeholders.
• Monitor and respond to requests across onboarding, offboarding, training, data quality, and platform support.
• Assess requests, assign to resources, or resolve directly to ensure timely closure.
• Troubleshoot access and workflow issues, escalate as needed.
• Coordinate internal training requests and assist with scheduling and materials.
• Collaborate to identify documentation gaps and support process improvements.
• Develop and deliver resources including webinars, virtual sessions, and guides.
• Test platform updates and document findings for user-facing materials.
• Maintain awareness of workflows and platform functionality to ensure accurate guidance.
• Ensure compliance with data accuracy, integrity, and reporting regulations.

Skills

Strong communication skills

Problem-solving

Analytical thinking

Adaptability

Education

Bachelor's degree in Public Health or related field

Job description

Vital Records Support Specialist

• Interview: In-Person. Required for this role.
• Work: Onsite
• Location: Okhlahoma city
• Duration: 6-12 months with option to extend (not to exceed 12 months total)

This position serves as the primary point of contact for the Help Desk, this position provides frontline support to users navigating the ROVER and other Vital Records tools. Responsibilities include monitoring and responding to inquiries, troubleshooting access and usage issues, and escalating complex matters, when necessary, while maintaining a high level of responsiveness and professionalism. The specialist works closely with internal teams to identify documentation gaps, initiate resolutions, and support continuous improvement across operational processes. The role also contributes to training coordination, ROVER compliance monitoring, and stakeholder communication, helping to ensure reliability, responsiveness, and integrity throughout the Vital Records Program.

Position Responsibilities /Essential Functions

• Serve as the primary point of contact for the Vital Records Help Desk, providing timely and accurate support to internal staff and external stakeholders using the ROVER and other program tools.
• Monitor and respond to incoming requests across operational areas including onboarding, offboarding, training, data quality, and platform support.
• Assess each request and either assign it to the appropriate resource or take ownership of resolving it directly, ensuring consistent follow-through and resolution.
• Troubleshoot access, usage, and workflow issues, escalating complex matters when necessary.
• Coordinate and respond to internal training requests, assisting with scheduling, materials, and follow-up support.
• Collaborate with internal teams to identify documentation gaps and support efforts to resolve them through process improvement or staff guidance.
• Participate in the development and delivery of resources, including webinars, virtual sessions, and written guides.
• Conduct user testing of platform updates and enhancements; document findings and contribute to user-facing materials such as manuals and process guides.
• Maintain awareness of current workflows and platform functionality to ensure accurate support and guidance.
• Ensure compliance with applicable regulations and standards related to data accuracy, integrity, and reporting.

Management Level: Individual Contributor

• Support cross-functional projects and initiatives, contributing to continuous improvement efforts across the Vital Records Program.
• Provide administrative and programmatic support to leadership and other team members as needed.
• Perform other duties as assigned, including special projects related to service delivery, documentation, and operational efficiency.
• Being present in the office is an essential function of this job.
• Other duties as assigned.

Other Duties

• Demonstrate understanding of and commitment to the organization s mission, values, policies, confidentiality standards, and ethical guidelines.
• Work collaboratively in a team environment, supporting and assisting colleagues to achieve shared goals.

Requirements

Education and Experience requirements at this level consist of a bachelor's degree and one year of experience or an equivalent combination of education and experience, substituting one year of qualifying experience for each year of the required education

Preferred

• Bachelor s degree in Public Health, Health Information Management, or a related field
• Experience in investigative troubleshooting and user support, particularly in a help desk or technical assistance setting
• Familiarity with Vital Records workflows, including registration, issuance, and amendment processes for birth, death, and fetal death records
• Strong analytical skills with the ability to identify gaps, resolve issues, and contribute to process improvement
• Comfort working in a dynamic, service-oriented environment with multiple stakeholders and competing priorities

Application Requirements

If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of application.

All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

Valued Knowledge, Skills And Abilities

• Strong understanding of vital records program workflows: registration, issuance, birth, death, fetal death, and order processing
• Proven problem-solving skills focused on workflow reliability, user experience, and compliance
• Excellent communication skills, with the ability to translate technical and procedural concepts for diverse internal and external stakeholders
• Adaptability to manage competing priorities in a complex, dynamic environment
• Commitment to responsive service delivery and proactive issue resolution across multiple operational areas