Vital Records Coordinator presso El Paso County (CO), CO
El Paso County (CO), CO · Colorado Springs, Stati Uniti d'America · Onsite
- Professional
- Ufficio in Colorado Springs
About the Department
As a Vital Records Coordinator, you’ll play a pivotal role in safeguarding life’s most important milestones—issuing birth and death certificates that impact families, communities, and public health across Colorado. This is more than administrative work; it’s about ensuring accuracy, security, and compassion in every interaction. You’ll be the trusted steward of essential documentation, preserving history, supporting legal processes, and providing peace of mind during meaningful life transitions.
In this role, you will:
- Assist families, applicants, and community partners with vital record requests
- Maintain compliance with complex state rules, laws, and regulations
- Collaborate with systems like COVES, EDR, and Vitalchek to manage secure records
- Proofread and issue birth and death certificates, including home birth registrations
- Prepare mortality reports and support public health reporting to the CDC
- Process sensitive documentation such as wills, probate records, and court orders with integrity
If you thrive in a detail-oriented environment while delivering outstanding customer service, this role is for you. Every day brings variety and impact—strengthening vital recordkeeping, contributing to emergency preparedness, and promoting the health and well-being of your community.
APPLY TODAY!!!
Position Duties
- Prepares birth and death certificates from the state COVES computerized system. Prepares all requests for birth information received from individual applicants and community partners. Maintains current knowledge base of complex rules, laws and regulations set by State of Colorado Vital Records to ensure decisions are implemented based on regulations. Reviews complex supplemental documentation and applies documentation to establish relationship or direct a tangible interest in records, including wills and probate documents, court orders, real estate contracts, and title and deed documents.
- Greets customers at the counter, answers phones, reviews and answers mail and web requests and provides accurate answers in a professional manner to questions regarding Colorado birth and death certificates. Creates letters to customers to clarify information as needed. Performs manual genealogy searches, researching historic files over a wide range of years.
- Assists in the preparation and proper recording of death certificates. Assists in the preparation of mortality reports to the CDC and preparation of statistical information as directed. Proofreads death certificates in hard copy and from the Electronic Death Registration System (EDR) and issues disposition permits and certified death records.
- Maintains a numeric file of disposition permits issued from hard copy death records.
- Prepares and boxes birth and death record applications, disposition permits, bank records and other forms for storage and eventual destruction, in accordance with the State of Colorado vital records retention schedule.
- Maintains inventory of forms; maintains information for other states and counties.
- Establishes and maintains contacts with internal and external information technology staff for database and website maintenance and upgrades, including use of the Vitalchek, EDR, and COVES systems.
- Prepares a general accounting and back up of monies and total certificates. Maintains daily accounts receivable for mortuaries. Assists in preparing daily bank deposits from cash receipts. Maintains individual cash drawer, and checks reports throughout the day to ensure accuracy. Accurately processes large amounts of monies, individually and cumulatively. Settles end of day reports accurately and in a timely manner.
- Responsible for accurately processing home birth reports, including interviewing parents, proofreading, typing, signing and dating all certificates and contacting midwives for additional information; maintains the home birth database to be sent to State Vital Records.
- Maintains adequate control of banknote security paper and primary identity documents, including data entry, scanning, filing and ensuring proper destruction.
- Participates in departmental emergency planning and response activities.
- Promotes public health within the community.
- Takes personal responsibility to provide exceptional customer service in order to promote and maintain a positive Public Health image, constructive working environment, and foster pride and professionalism in the workplace and community.
- Performs other duties as required.
Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.
Supervision Received: Receives intermittent supervision. This classification normally performs the job by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor is expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.
Minimum Qualifications
Knowledge, Skills & Abilities
- Knowledge and understanding of agency policies and procedures.
- Skill in demonstrating a cooperative, professional attitude to cultivate relationships both within and outside the organization.
- Skill in prioritizing and organizing multiple tasks and the ability to complete projects in a timely manner.
- Ability to communicate, motivate and organize projects among a broad spectrum of personnel, frequently under deadline pressure. Ability to provide excellent cusomter service.
- Ability to respond in a flexible manner and reprioritize work as situations change.
- Ability to demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns.
- Ability to utilize complex documentation to problem solve and make decisions related to records.
- Ability to identify problems and work creatively to resolve them, considering the impact of actions.
- Ability to identify results of efforts and problems identified/potential problems and to develop and recommend corrective actions.
- Ability to write and maintain accurate records and reports to meet management objectives.
- Ability to maintain the security of sensitive and confidential information.
- Ability to work independently and in a team environment.
- Ability to perform under pressure and when confronted with persons acting under stress.
- Proficient with a personal computer and various software packages including Microsoft Office.
- Maintain regular and punctual attendance.
- High school diploma or equivalent education.
- Two years of customer service experience in an office environment.
- Associate’s degree in a related field may substitute for one year of the required experience.
- Bachelor’s degree in a related field may substitute for two years of the required experience.
- Previous experience in reviewing legal documentation.
- Must successfully complete COVIS training modules released by the State Vital Records office with a passing grade of 95% or better within four months of hire.
- Must obtain and successfully maintain Deputy Registrar appointment from the Colorado Vital Records Registrar.
- Must pass conditional post offer background investigation and drug screen.
Other Qualifications
Duties are primarily performed in an office environment. Weekend and holiday rotations will be required. Public Health employees are responsible for providing proof of vaccinations and/or tuberculosis testing as applicable to the specific position and must provide proof of completion of required vaccinations/testing or proof of initiation within sixty days of the hire date.
The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.
