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Forms and Records Analyst, Vital Records (FRA 2) DOH8873


Forms and Records Analyst, Vital Records


This is a full-time onsite position located at our DOH facility in Tumwater, WA.


This project position is currently funded through June 30, 2027.


The Opportunity

This role coordinates and supports the day-to-day operations of the Center for Health Statistics mail center, ensuring that large volumes of vital records documents are processed, reviewed, and digitized accurately. The position plays a key role in organizing, tracking, and prioritizing amendment requests for records such as birth, death, marriage, and divorce certificates. You will review incoming documentation, verify that required materials meet legal and policy requirements, and communicate with customers when additional documentation or corrections are needed.


A major part of the work focuses on improving how paper records are processed and stored. The position manages systems used to track incoming requests, develops dashboards and reports to monitor workflow performance, and helps ensure incoming information is stored in a searchable digital format. You will also collaborate with teams across the Center to refine processes, maintain tracking tools, and improve the overall efficiency of mail and document management operations.


By helping transition paper-based records into secure digital systems and ensuring amendment requests are handled accurately, this role supports the reliable public health data that communities, researchers, and policymakers rely on across Washington.


Key Responsibilities Include:

  • Review and screen amendment requests for vital records to confirm required documentation and fees meet legal and policy requirements.
  • Communicate with customers to request additional documentation or clarification when amendment requests are incomplete.
  • Develop and maintain tracking systems used to sort, prioritize, and monitor amendment requests.
  • Create dashboards and reports that track performance measures and workflow trends.
  • Collaborate with supervisors and quality improvement staff to refine processes and performance metrics.
  • Process high volumes of mail while ensuring accuracy and quality control of electronic information.
  • Maintain organized digital filing systems that allow efficient searching and retrieval of records.
  • Identify workflow issues or irregularities and recommend improvements.
  • Document procedures and maintain desk manuals that support consistent mail center operations.
  • Participate in continuous improvement efforts to strengthen document tracking and processing systems.


Why You’ll Love This Role:

Your work supports records that people rely on to prove identity, confirm family relationships, and access important services throughout their lives. This role plays an essential part in ensuring amendment requests and legal documents are reviewed, tracked, and processed accurately.


What You Bring:

You are organized, detail oriented, and comfortable working with large volumes of documents and information. You take a careful, methodical approach to your work and value accuracy, especially when reviewing records that must meet legal and policy requirements. You stay focused in a busy environment, keep systems organized, and communicate clearly with teammates and customers to help keep work moving smoothly.


Minimum Qualifications 

There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile. 


  • Option 1: Four years of experience performing administrative or operational support work that included reviewing documents for completeness and accuracy, maintaining tracking or filing systems, and managing high volume workloads.


  • Option 2: An associate degree or higher AND at least two years of experience performing administrative or operational support work that included reviewing documents for completeness and accuracy, maintaining tracking or filing systems, and managing high volume workloads.


  • In addition to meeting one of the options listed, you must also have one (1) or more years of the following experience:
    • Identifying incomplete or non-compliant submissions and communicate required corrections clearly to customers
    • Managing a high-volume work with strong attention to detail and accuracy
    • Using standard office software such as Microsoft Office or similar products
    • Using Adobe Pro to edit and create PDF documents
    • Using Excel, Smartsheet, or other software for creating tracking sheets for entering and maintaining data for program work


Preferred Qualifications

While these aren’t required, having them can help you stand out as a candidate.

  • Two or more years of document scanning and quality assurance processes.
  • One or more years experience creating and managing SmartSheets.
  • One or more years of analytical experience reviewing documents and taking appropriate action based on an analysis of the information.


Employee Benefits 

We offer a solid benefits package that supports you and your family’s health, financial security, and work-life balance. You’ll have access to comprehensive medical, dental, and vision coverage, life and long-term disability insurance, flexible spending and health savings accounts, and retirement plans that help you plan for tomorrow while you’re living today. Paid holidays, vacation and sick leave help you recharge, and additional programs like dependent care assistance and professional development opportunities add value beyond basic coverage. Join us and enjoy benefits designed to care for you as much as you care about public health. Learn more about DOH benefits and see how we support your life at work and beyond by visiting Work@Health. 


About Vital Records

Vital Records is a statewide program within the Washington State Department of Health and operates as part of the Center for Health Statistics. We are responsible for the registration, amendment, preservation, and issuance of Washington’s official birth, death, marriage, and divorce records.


Each year, we register approximately 90,000 births, 55,000 deaths, 45,000 marriages, and 25,000 divorces, and process more than 50,000 amendments and corrections. Our work ensures these records remain accurate, legally compliant, and available when individuals and families need them.


Vital records establish identity, confirm family relationships, and support access to benefits, healthcare, travel, and other essential services. Through statewide systems, policy oversight, and strong partnerships with counties, hospitals, funeral directors, and other agencies, we maintain the integrity and reliability of Washington’s official records.


About the Washington State Department of Health

We're nearly 2,000 professionals across Washington working together to protect and improve community health. Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience. At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We’re passionate people who are driven to make a difference in public health. Explore more about the Department of Health, our programs, and our impact by visiting our website.


Working Conditions:

The following describes the working conditions of this position, with or without reasonable accommodation.


Work Setting:

  • This position’s work requires the incumbent to work entirely at the Tumwater location. 
  • Incumbent performs work indoors at a desk, on a computer most of a workday, in an open office environment with possible conversation and other noise distractions. 
  • Working environment is potentially stressful and fast paced, with frequent interruptions 
  • Office environment involves daily exposure to paper, dust, ink solvents, and other products associated with paper records. 
  • The DOH campus is a smoke-free, drug-free, alcohol-free, scent neutral environment. 
  • Duties may require physically moving objects or materials weighing up to 25 lbs. 

Schedule:

  • Standard business hours are Monday through Friday 8 a.m. – 5 p.m. A flexible work schedule may be considered at the incumbent’s request, subject to supervisory approval. 

Travel Requirements:

  • Not required. Infrequent travel opportunities may arise for conferences or training. 

Tools & Equipment:

  • Duties require the use of standard office furniture and equipment (e.g., desk, office chair, filing cabinet, computer, monitor(s), keyboard and mouse, printer, phone, fax machine, copy machine, etc.). 

Customer Interactions:

  • Minimal interaction with customers 

Other:

  • This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative. 
  • The DOH campus is a smoke-free, drug-free, alcohol-free, scent-neutral environment. 
  • This position may be required to conduct and/or participate in public health emergency preparedness and response activities. 


APPLICATION DIRECTIONS:

We’re committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents won’t be accepted or shared with the hiring manager.


Click “Apply” to complete your application. Attach your resume, cover letter, and DD-214 (if applicable). List at least three professional references, directly in your Applicant Profile or as a separate attachment, including a supervisor, a peer, and someone you’ve supervised or led (if applicable).


DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation.



Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year


Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.  


DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity. 


Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Shawnelle Goalder, Talent Acquisition Consultant/Recruiter at employment@doh.wa.gov and reference DOHxxxx in the subject. 


Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues. 



Qualifications

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days. 


Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration. 


Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.


Date Posted
03/09/2026
Job Reference
DOH8873
Organization
Dept. of Health, Disease Control and Health Statistics (DCHS)
Location
Thurston County – Tumwater, WA
Category
Administrative
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