Administrative Specialist

Vital Records Assistant

Position Overview

The Vital Records Assistant plays an essential role in supporting the community by providing accurate, timely, and confidential vital records services. This position serves as a key point of contact for customers seeking assistance with birth, death, and other official records. The ideal candidate is detail-oriented, professional, and committed to delivering excellent customer service while maintaining strict confidentiality standards.

Key Responsibilities

Customer Service & Public Support

• Welcome and assist customers in person, by phone, and electronically with professionalism and courtesy.

• Provide guidance on laws, regulations, applications, affidavits, and department services related to vital records.

• Answer general inquiries and ensure customers understand application requirements and processes.

Records Processing & Compliance

• Review applications and supporting documentation for accuracy, completeness, and legal eligibility.

• Determine if statutory criteria for the release of records have been met.

• Maintain strict confidentiality of personal and sensitive information in compliance with state and local regulations.

• Ensure proper recording, maintenance, retention, and secure storage of vital records.

Administrative & Technical Support

• Perform data entry, search, retrieve, update, and adjust records using automated and manual records management systems.

• Prepare routine correspondence, including notifications regarding incomplete applications or insufficient documentation/payment.

• Process outgoing mail and packages, verify postage, and coordinate shipping.

• Maintain organized files and records; compile and summarize data for reports as needed.

• Assist with office supply inventory and general administrative support duties.

Collaboration

• Work closely with internal departments and external agencies to ensure accurate and efficient service delivery.

• Support higher-level staff by relaying information, taking messages, and completing assigned administrative tasks.

Knowledge, Skills & Abilities

• Understanding of basic administrative office practices and procedures.

• Familiarity with filing systems, bookkeeping basics, and records management principles.

• Proficiency with modern office technology, including computers and standard office equipment.

• Strong written and verbal communication skills with proper grammar, spelling, and professional phone etiquette.

• Basic mathematical skills to perform routine calculations.

• Ability to work effectively and respectfully with individuals from diverse socio-economic, ethnic, and cultural backgrounds.

• Exceptional attention to detail and commitment to accuracy.

• High level of discretion and integrity when handling confidential information.