Vital Records Associate

Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements (listed below) will be placed on the eligible list. 

Statistics is seeking a Vital Records Associate to join our team! 

We are seeking a motivated, organized, and detail-focused individual to join our fast-paced Issuance team. The ideal candidate will demonstrate the ability to meet strict deadlines, apply sound judgment, and make accurate decisions in a high-volume work environment. Strong teamwork and communication skills are essential, as this position works closely with colleagues to support daily operations and ensure consistent, high-quality service. 

The successful candidate must be dependable, able to follow established procedures, and capable of performing repetitive tasks with a high degree of accuracy. They will interact regularly with team members making clear, respectful, and effective communication an important part of this role. 

Key Duties: 

• Receive, review, and evaluate applications for vital records to determine eligibility and completeness in accordance with state laws and administrative rules. 
• Search for and verify vital records using the Iowa Vital Event System (IVES), ensuring accurate identification of the record that matches the customer request. 
• Prepare and print certified copies of birth, death, and marriage records following established security and quality-control procedures. 
• Retype vital record information into approved Word templates for specialized requests or cases requiring document recreation. 
• Operate microfilm equipment to retrieve, review, and validate historical vital record images stored on microfilm. 
• Use imaging software to crop, enhance, and prepare vital record images for printing, ensuring legibility and compliance with issuance standards. 
• Maintain accurate inventory and security of assigned certified copy paper, documenting usage in accordance with internal tracking procedures. 
• Collaborate with team members to support daily workflow, meet production goals, and ensure coverage of essential tasks. 
• Follow all confidentiality, data security, and record-handling practices to protect sensitive information. 
• Perform additional administrative duties as assigned to support the Issuance unit’s operations. 

Desired Qualifications Include: 

• Experience working with diverse populations in a team environment 
• Ability to respond to a high volume of inquiries while prioritizing clerical work 
• Self-motivated, quick learner with proficiency in vital records and entitlement requirements 
• Strong attendance record and punctuality 
• Demonstrated integrity, confidentiality, and strong work ethic 

Benefits

Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a

comprehensive benefits package designed to support your well-being and professional growth:

• Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and

your family healthy at a low cost with outstanding coverage!

• Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to

begin, increasing with years of service), sick leave (144 hours/year), and paid holidays (9

days/year).

• Retirement Plans: Participate in retirement plans such as IPERS (employees contribute 6.29%

and the State of Iowa contributes 9.44%) as well as our Retirement Investors Club (RIC),

Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to

$75/month).

• Flexible Spending Accounts: Take advantage of flexible spending accounts for medical and

dependent care expenses.

• Insurance Coverage: Benefit from life insurance and free long-term disability insurance for added peace of mind.
• Employee Assistance Program: Access resources and support through our Employee

Assistance Program for personal and professional challenges.

• Employee Discount Programs: Enjoy discounts on a variety of goods and services through our

employee discount programs. 

For additional information on benefits click here.

Click here to see how we compare with other employers or offers by using our Total Compensation Calculator.

Background Checks

Applicants will be required to complete a background check to be considered for this position. 

The State of Iowa is an EEO/AA Employer

HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).

E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization. For more information, please visit www.e-verify.gov.