Vital Records Support Specialist

Overview

The Oklahoma State Department of Health (OSDH) seeks a dedicated Vital Records Support Specialist to serve as the frontline contact for the Vital Records Help Desk, assisting users with the ROVER system and other related tools. This full-time, onsite position is based at Central Office, 123 Robert S Kerr Ave, OK 73102, operating Monday through Friday from 8am to 5pm, offering an annual salary up to $49,000 depending on qualifications and experience.

Key Responsibilities

• Act as the primary liaison for Vital Records Help Desk inquiries, promptly assisting internal staff and external users with system access and usage.
• Respond to requests regarding onboarding, offboarding, training, data quality, and technical platform support.
• Evaluate each user request, assigning it appropriately or resolving it directly while ensuring consistent completion.
• Troubleshoot operational issues, escalating complex cases as needed.
• Coordinate training logistics including scheduling, materials preparation, and follow-up assistance.
• Collaborate with teams to identify and address documentation and procedural gaps, enhancing operational processes.
• Contribute to developing training and resource materials such as webinars, virtual sessions, and user guides.
• Participate in testing platform updates, documenting results and refining user instructions.
• Maintain thorough knowledge of workflow and system functionalities to provide accurate support.
• Ensure compliance with data integrity, accuracy, and reporting standards.
• Support cross-functional projects aimed at continuous process improvements.
• Provide administrative and programmatic assistance to leadership and team members as required.
• Fulfill additional duties including special projects related to service delivery and documentation.
• Maintain regular physical presence in the office, as required for this role.

Minimum Qualifications

• Bachelor's degree or an equivalent combination of education and experience, with one year of qualifying experience substituting for each year of required education.
• Valid driver’s license and willingness to perform any job-related travel.

Preferred Qualifications

• Bachelor’s degree in Public Health, Health Information Management, or a related discipline.
• Experience in investigative troubleshooting and user support, especially in help desk or technical assistance environments.
• Working knowledge of vital records workflows including registration, issuance, and amendments for birth, death, and fetal death records.
• Strong analytical abilities to identify gaps and implement process improvements.
• Able to thrive in a fast-paced, service-focused environment with multiple stakeholders and competing demands.

Knowledge, Skills, and Abilities

• Comprehensive understanding of vital records processes and systems.
• Strong problem-solving skills targeted at workflow reliability and user experience enhancement.
• Effective communication skills, capable of translating complex technical and procedural information to diverse audiences.
• Adaptability and capacity to juggle multiple priorities in a demanding environment.
• Dedication to providing responsive and proactive customer service.

Benefits and Perks

• Competitive state-paid benefit allowance supporting insurance premium coverage.
• Wide selection of insurance plans without pre-existing condition exclusions.
• Flexible spending accounts for health care and dependent care expenses.
• Generous retirement savings plan with employer matching contributions.
• 15 vacation and 15 sick leave days during the first year for full-time employees.
• 11 paid holidays annually.
• Student loan repayment programs and tuition reimbursement opportunities.
• Access to various employee discounts.
• Longevity bonuses recognizing years of service.

Additional Information

The position mandates working from the office as an essential function. The Oklahoma State Department of Health is committed to equal opportunity employment and prohibits discrimination based on several legally protected categories. Applicants must be authorized to work in the United States without visa sponsorship and will undergo background screening. Current Oklahoma state employees should apply through internal channels.