Job Title: Part-Time Vital Records and Office Support
Employment Type: Part-Time (Anticipated an average of 22 hours per week)
Hourly Rate: $20.00 - $24.50

Description:

The City of Fishers Health Department Vital Records and Office Support staff serves as a point of contact for clients seeking vital records and health services. This position provides courteous, efficient, and confidential support for clinic registration and appointment scheduling. Under direction of the Vital Records Registrar, this person registers, maintains, issues, and processes vital records in accordance with state laws and privacy regulations. Accuracy, professionalism, and discretion are essential in this role.

Examples of Duties:

• Vital Records

  • Responsible for issuing certified birth and death certificates, paternity affidavits, and vital records as requested in person, online or mail, in accordance with Indiana Law

  • Assists individuals with application completion, verifies identifiable information, certifies document copies, collects and records payments, and maintains audit logs for compliance and accountability

  • Verifies requestors identity for eligibility to access records and accurately documents all vital records requests

  • Accurately advises on acceptable documentary evidence and updates records in on-site vital records systems and the Database Registration of Indiana’s Vital Events (DRIVE) system

  • Processes, maintains, and updates all records including Adoption, Court Orders, Affidavit Requesting Amendments, Paternity Affidavits, Legal Name Change, and Home Births in onsite and DRIVE systems

  • Collect fees and issue certified and non-certified copies of records

  • Maintain strict confidentiality of sensitive and legally protected information

  • Respond to vital records inquiries from the public, funeral homes, healthcare providers, and other agencies

• Registration & Customer Service

  • Greet and assist clients in person and by phone in a professional, respectful manner

  • Register clients for health department services, programs, and clinics

  • Schedule appointments and assist with clinic flow

  • Answer general questions regarding health department services and programs

• Administrative Duties

  • Maintain accurate, organized, and secure records and files

  • Handle payments, fees, and basic cash handling as required

  • Provide administrative support to health department staff as needed

  • Assist during high-volume clinics or public health events, including evenings or weekends if required

Knowledge, Skills, and Abilities:

• Strong customer service and interpersonal skills

• High level of attention to detail and accuracy

• Ability to handle sensitive, confidential, and emotionally sensitive situations with professionalism

• Knowledge of or ability to learn vital records laws, policies, and procedures

• Proficiency with computers, electronic records systems, and basic office software

• Ability to multitask and work efficiently in a fast-paced environment

• Clear verbal and written communication skills

Minimum Qualifications:

• High school diploma or GED required;

• Prior customer service or administrative experience required;

• Experience in a healthcare, public health, or vital records setting preferred;

• Must have the ability to sit or stand for extended periods;

• Must be able to occasionally lifting of up to 25 pounds;

• IN drivers' license and ability to be insured to drive a city vehicle;

• Work is primarily performed in an office or clinic environment.

Schedule Information:

• Expected work hours may vary based on operational needs and may include shifts from 8:30 a.m. to 4:30 p.m. or 8:30 a.m. to 12:30 p.m., Monday through Friday.
• Weekly hours will likely be a minimum of 15 but not to exceed 29 hours per week based on business needs.
• May include evenings, weekends, or special events.