Records Specialist

DescriptionThe Massachusetts Department of Public Health (DPH), Registry of Vital Records and Statistics (RVRS) is seeking a self-motivated, detail-oriented individual that is dedicated to customer service to serve as an Amendment Specialist. The selected candidate will be responsible for the coordination of production and work-flow activities related to legal amendments of vital records with a focus on marriage records. This position provides assistance to all individuals involved in amending vital records including city and town personnel, lawyers, court personnel and members of the public.Duties and Responsibilities (these duties are a general summary and not all inclusive):Coordinates and monitors the amendment process of marriage and other vital records in order to ensure compliance with established protocols surrounding the acceptance of vital event records at the Massachusetts City/Town level.Reviews and analyzes data concerning amendments of vital records in order to determine progress and effectiveness, to make recommendations for changes in procedures, guidelines, etc., and to devise methods of accomplishing program objectives.Provides specialized city/town clerk on-site training sessions throughout Massachusetts.Provides technical assistance on the preparation of marriage certificate corrections.Provides technical assistance and advice to agency personnel and others concerning amendments to vital records in order to resolve problems and to ensure compliance with established policies, procedures, laws and regulations. Maintains liaison with various private, local, state and federal agencies and others to exchange information and resolve problems concerning the registration and amendment of vital records.Confers with management staff and other agency personnel in order to determine program requirements and availability of resources, and to develop the criteria and standards for program evaluation.Conducts on-the-job training of assigned employees concerning affidavits and corrections. agency policies, etc.Required Qualifications:Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing unit activities and processes, and the policies associated with employment in the agency.Potential to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.Means to gather information through questioning individuals and by examining records, documents and reports.Capacity to follow and to give written and oral instructions; express thoughts clearly and develop ideas in logical sequence.Able to work accurately with names, numbers, codes, and symbols.Power to deal fairly and tactfully with others, and exercise sound judgment and discretion in all work-related matters.Ability to establish rapport and maintain harmonious working relationship with and among reporting staff, data providers, the general public, bureau and agency staff, and other government personnel.Very good oral and written communication skills.Preferred Qualifications:Excellent customer service skills.Knowledge of vital record amendment processes within RVRS.Excellent organizational skills.DPH Mission and Vision:The mission of the Massachusetts Department of Public Health (DPH) is to promote and protect health and wellness and prevent injury and illness for all people, prioritizing racial equity in health by improving equitable access to quality public health and health care services and partnering with communities most impacted by health inequities and structural racism.We envision a Commonwealth with an equitable and just public health system that supports optimal well-being for all people in Massachusetts, centering those with systemically and culturally oppressed identities and circumstances.Learn more and share a one-pager on DPH and what we do: DPH at a Glance PDF | DocPre-Hire Process:A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visitEducation, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.ADA Reasonable Accommodation:If you require a reasonable accommodation with the application/interview process, please contact us at:EOHHS Candidate ADA RequestsFor questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at Ext. #4QualificationsFirst consideration will be given to those applicants that apply within the first 14 days.MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.Substitutions:I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.**Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.Comprehensive BenefitsWhen you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.Want the specifics?Explore our Employee Benefits and Rewards!An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.Job Field: Administrative ServicesOrganization: Department of Public HealthSchedule: Full-timeShift: Day State of Massachusetts, USA