Vital Records Support Specialist

Job Posting Title

Vital Records Support Specialist

Agency

340 OKLAHOMA STATE DEPARTMENT OF HEALTH

Supervisory Organization

340 Vital Records

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

This position will pay up to $46,200.00, based on education and experience

Why you’ll love it here!

RESPECT. COLLABORATION. SERVICE. The Oklahoma State Department of Health (OSDH) is committed to leading Oklahoma to prosperity through health. Our mission is to protect and promote health, prevent disease and injury, and cultivate conditions by which Oklahomans can thrive. Check out why we are passionate about public health and believe it is the career for you!!!

Oh yeah, did we mention perks? We know that benefits matter and that is why we offer a competitive benefits package for all eligible employees.

• Generous state paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• Retirement Savings Plan with a generous match.
• 15 days of vacation and 15 days of sick leave the first year for full time employees.
• 11 paid holidays a year.
• Student Loan repayment options & tuition reimbursement.
• Employee discounts with a variety of companies and venders.
• Longevity Bonus for years of service

Job Description

Location: 123 Robert S Kerr

Salary: up to $46,200.00, based on education and experience

Full Time /Part Time: Full Time

Work Schedule:  Monday - Friday

Primary Hours: 8am – 5pm

 

Position Description:

The Vital Records Support Specialist is responsible for being 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.

• 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

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.

• Works effectively in team environment, participating and assisting their peers.

 

Minimum Qualifications:

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

Physical Demands and Work Environment:

Work is typically performed in an office setting with climate-controlled settings and exposure to moderate noise levels.  While performing the duties of the job, employees are required to talk, stand, walk, and reach with hands and arms; carry light items; drive an automobile. This position requires long periods of sitting and daily use of computers and phones. Applicants must be willing to perform all job-related travel associated with this position. Occasionally, in state overnight and weekend travel may be required. Being present at the office is an essential function of the job

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact