Secretary Vital Records

Secretary Vital Records

"Protecting Records. Serving Families. Supporting Our Community."

We are seeking a detail-oriented professional committed to accuracy, confidentiality, and exceptional public service.

The City of East Chicago is seeking a detail-oriented Secretary to support the Health Department's Vital Records Division. This position processes and maintains confidential vital records, assists the public, handles authorized fees, and provides administrative support to department leadership.

Primary Responsibilities:

• Review applications and issue authorized birth, death, fetal-death, and related records.
• Verify identification, eligibility, relationship, and supporting documentation.
• Enter, maintain, and retrieve information through DRIVE and approved City systems.
• Assist parents of children born in East Chicago with Paternity Affidavits and birth amendments.
• Collect fees, issue receipts, balance transactions, and maintain required records.
• Protect confidential records, security paper, system credentials, and personally identifiable information.
• Prepare correspondence, reports, meeting packets, notices, and minutes.
• Assist with purchasing, invoices, inventory, personnel documentation, and general office operations.
• Respond professionally to residents, funeral homes, medical providers, attorneys, courts, and government agencies.

Minimum Qualifications:

• High school diploma or GED required.
• Valid Indiana Driver's License is required.
• At least one year of clerical, administrative, records-management, customer-service, accounting-support, or cash-handling experience preferred.
• Strong computer, data-entry, organizational, customer-service, and written and verbal communication skills.
• Ability to maintain confidentiality, review documents accurately, follow detailed procedures, and manage competing priorities.

Required Credentials and Training:

The selected candidate must obtain and maintain required DRIVE and Access Indiana access, complete applicable Indiana Department of Health and State Board of Accounts training, and obtain an Indiana Notary Public commission if assigned notarial duties.

Knowledge, Skills, and Abilities:

• Standard office procedures, recordkeeping practices, and customer-service principles.
• Basic cash-handling, receipting, reconciliation, and internal-control procedures.
• Confidentiality, records security, and appropriate handling of personally identifiable information.
• Applicable vital-records procedures and document-retention requirements.
• Accurate data entry, document review, filing, and records retrieval.
• Operating computers, databases, email, and standard office equipment.
• Handling payments, issuing receipts, and balancing daily transactions.
• Communicating professionally and respectfully with the public and partner agencies.
• Organizing assignments and completing time-sensitive work with attention to detail.
• Interpret and consistently follow laws, regulations, policies, and written procedures.
• Verify identification, eligibility, and supporting documentation before issuing records.
• Maintain strict confidentiality and exercise sound judgment.
• Identify discrepancies, incomplete information, or potentially fraudulent requests.
• Work independently while maintaining appropriate supervisory review and segregation of duties.
• Manage competing priorities and remain professional when handling sensitive or difficult matters.
• Establish effective working relationships with employees, officials, agencies, and members of the public.

Important Information About This Posting:

• This posting summarizes the position's primary duties and qualifications. The complete job description is available on the City's website, upon request, and during the interview process.

How to Apply:

• All interested applicants must complete the City of East Chicago online employment application. Applicants are responsible for ensuring that the application contains complete, accurate, and current information regarding their education, employment history, qualifications, and contact information.
• Online applications are available on the City of East Chicago's website at: eastchicago.com/Jobs
• A rsum may be submitted as supplemental information; however, a rsum does not replace the required City employment application. Incomplete applications may not be considered.
• Only applicants who meet the position requirements and are selected for further consideration will be contacted regarding the next step in the hiring process.

Equal Employment Opportunity & Reasonable Accommodation:

The City of East Chicago does not discriminate in its employment decisions based on race, color, religion, gender, age, genetic information, disability, national origin, ancestry, veteran status, or any other characteristic protected by law.