Vital Records Specialist (Office Specialist 1)

  • Oregon Health Authority
  • Portland, OR, United States
  • Nov 08, 2017
Full time Administrative Assistant

Job Description

JOB CODE:        OHA17-0461

CLOSING DATE/TIME:    11/19/17 11:59 PM    

SALARY:           $2,141.00 - $2,916.00 Monthly    

JOB TYPE:        Permanent 

LOCATION:      Portland, Oregon

The Oregon Health Authority, Public Health Division, Center for Health Statistics is seeking a detail oriented, customer service savvy, office specialist with a high degree of speed and accuracy with data entry and an eye for identifying discrepancies to ensure vital records are processed timely and accurately. The Vital Records Specialist evaluates current program operations for improvement leading to a more unified and standardized regulatory oversight that results in greater regulatory accountability and efficiency.

What will you do?
You will process and issue certified copies of vital records. You will process phone and internet orders for certified copies of vital records within 1 to 2 working days as required by law. You will contact customers to request information to determine if customers are eligible to receive the record. You will provide back-up on a daily basis to process mail-in orders. You will track pending and rush orders to ensure appropriate completion. You will compare order information with computer records, index books, or long-form records to identify discrepancies. You will produce certified copies of records from original record, microfilm, or computer data. You will verify the certified copy of the record is correct, stamp the record, and place the record in the appropriate area for mailing. You will also assist walk-in customers on using the kiosks. You will assist in providing information to the public via telephone.

What's in it for you?
Are you a detailed oriented person who catches even the most minuscule mistake? Do you thrive in a bustling environment while completing a high volume of work to meet deadlines? Are your customer service skills highly developed to the extent that people ask for you by name? Does your attitude radiate positivity which infects those around you? Then this job description was written for you! We offer full medical, vision and dental benefits with paid sick leave, vacation, and personal leave, and ten paid holidays per year. If you have strong customer service skills and successful office experience, don't delay. Apply today!

One year of general clerical experience which included typing, word processing, or other generation of documents;
Completion of courses or training in Office Technology;
An equivalent combination of training and experience.


  • Ability to organize a high volume of work to meet same-day and next day deadlines.
  • Ability to effectively and efficiently complete tasks that require accuracy and attention to detail.
  • Experience reviewing and approving applications or documents for completeness.
  • Ability to verbally explain specific laws and policies that pertain to Vital records.
  • Ability to help customers solve ordering problems, while also being meticulous in following policies and procedures so that the confidentiality of records is maintained.
  • Ability to deal with the general public and personnel from different agencies or businesses in a diplomatic, friendly and professional manner.
  • Team player with the ability to build and maintain positive working relationships.
  • Strong verbal communication and presentation skills are essential.
  • Ability to work in a high production work environment.
  • Minimum typing speed of 65 wpm with a high degree of accuracy.


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$2,141.00 - $2,916.00 Monthly

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