Administrative Service Assistant - Nashville, TN

Administrative Service Assistant

Responds to inquiries from the public; interacts with state and federal agencies, and external stakeholders daily to provide or obtain information.

Collects and receipts appropriate fees for certificates or services; prepares correspondence requesting additional information, documents, or fees to finalize a legal process.

Updates/Edits actual record in the database to correct information of a vital event, amends electronic image of records of event in compliance with Vital Records laws and rules, and enters request data into databases to track, locate and issue a record or certify no record found.

Reviews court orders, forms, applications to determine compliance with laws and rules to process new certificate of birth. Reviews applications to determine entitlement to a requested service or record of event.

Reviews scanned documents to ensure each document is attached to the correct image and explain and enforce Vital Records laws, rules, policies, and procedures as they apply to each request.

Accurately maintains daily cash drawer to ensure proper closeout; monitors activities in customer service lobby to ensure safety, traffic flow, and supplies. Reports suspicious documents, activity, or behavior to supervisor for further action or investigation.

Retrieves original certificates from storage boxes for inclusion in a sealed record file. Reviews documents to determine acceptability of records as supporting evidence to file or amend a record.