Vital Records Program Specialist, Health Program Representative

Working Title: Vital Records Program Specialist
Job Class: Health Program Representative
Agency: Health Department

• Job ID: 91916
• Location: St. Paul
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: This vacancy is open for bids and for all qualified job seekers simultaneously.
• Date Posted: 02/07/2026
• Closing Date: 02/13/2026
• Hiring Agency: Minnesota Department of Health
• Division/Unit: Health Systems / Health Policy Office of Vital Records
• Work Shift/Work Hours: Day Shift / 8:00 A.M. - 4:30 P.M.
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $25.67 - $37.26 / hourly; $53,598 - $77,798 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 214 - Minnesota Association of Professional Employees
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

Ready to make a meaningful impact? At the Minnesota Department of Health (MDH), your expertise supports our mission to build healthier futures for all Minnesotans.

This vacancy announcement will be used to fill up to five (5) Vital Records Program Specialist positions. Primary assignments will be made to the Help Desk Team, Fulfillment Team and the Registration and Amendments Unit from this announcement. 

These positions provide professional-level operational and programmatic support for the Minnesota Department of Health’s Office of Vital Records (OVR). As a key member of OVR, you will primarily be assigned to a team or unit and back up the other teams and units as needed.

The Help Desk serves as a primary point of contact for vital records partners, users of the Minnesota Registration and Certification (MR&C) System, professional stakeholders, and the public. The incumbent delivers high-quality customer service while also applying technical knowledge of public health data systems, legal requirements, and epidemiological principles related to vital events. As the primary point of contact, the Help Desk also assures that county vital records offices across Minnesota receive accurate and consistent guidance to assure a uniform and standardized statewide vital records program. The Fulfillment Team serves to review and process requests for vital records documents and services; collect and deposit fees; handle intake and entry of mailed and faxed orders; determine eligibility and authorize the release of private and confidential data and the issuance of birth and death certificates. The Fulfillment Team follows up with customers when requests are missing important information or required documentation. The Registration and Amendments Unit files parentage documents; reviews and processes amendments and replacements related to adoptions, parentage, and court-ordered changes; registers births that occur at home and births or deaths that occurred more than a year ago and deaths that are not handled by a funeral establishment.

These roles blend direct public and partner engagement with responsibilities in data accuracy, legal compliance, MR&C System support, fee collection, and continuous quality improvement. The roles require independent judgment, critical thinking, teamwork, attention to detail, discretion in handling and releasing private data, and the ability to communicate complex information and processes in writing and orally using clear and accessible methods.
 

Primary responsibilities include:

• Serve as the first point of contact for individuals and professionals seeking support with vital records documents, services, and systems, ensuring timely, accurate and respectful interactions and assistance to diverse communities.
• Provide professional technical support and procedural guidance to users across all areas of Vital Records ensuring accuracy in timely vital event registration, document and certification issuance, and compliance with regulations and laws and national standards.
• Review and process  requests for vital records and related service; verify eligibility and authorize the release of data and documents; and support OVR programmatic activities that ensure accurate, timely, and complete vital records..
• Review requests to change birth, death and fetal death records; process changes authorized by law resulting in corrections, amendments, and replacements to vital records.
• File parentage documents such as voluntary acknowledgements and court-ordered adjudications and replace birth records as appropriate, issue certified copies of parentage documents to eligible individuals.
• Assure timely and complete registration of putative fathers in the Minnesota Fathers’ Adoption Registry and issue certified search results to individuals and agencies authorized to request them.
• Perform and maintain accurate financial and payment processing activities to support customer transactions, reconcile accounts, and ensure compliance with state laws, policies, and internal controls.

Minimum Qualifications

To ensure proper credit for your experience and credentials, please ensure your resume clearly identifies how you meet each qualification.

One (1) year of experience successfully demonstrating responsibilities in each of the following areas:

• Providing customer service or program support by phone, email, or in person that included researching issues, answering questions, processing orders and payments, and fulfilling requests for information or documentation as part of regular job duties.
• Entering, updating, searching, or maintaining information in an electronic database, specialized application, records system, and imaging system as part of regular job duties.
• Following instructions, standard operating procedures, policies, and regulations to verify credentials, accept documents, approve applications, release information or records as required as part of regular job duties. Of a position and expected for successful performance.
• Securing, protecting, sharing, and handling confidential, private, non-public and sensitive information as part of regular job duties.
• Using standard office software such as Microsoft Office for email, word processing, spreadsheets, presentations, and calendars and software for virtual meetings such as Teams as part of regular job duties. 

Qualifications to be assessed during interviews:

• Ability to navigate ambiguous or incomplete customer requests while maintaining professionalism, patience, and clear communication and providing accurate procedural guidance.
• Ability to understand and follow process flows, detailed standard operating procedures, policies, and laws while independently accomplishing the responsibilities of a position, identifying errors, recognizing exceptions, and knowing when to elevate issues.
• Ability to maintain accuracy and composure while working under pressure in a high-volume, time-sensitive environment involving confidential data.
• Ability to receive information and communicate verbally and in writing in English using appropriate, professional, specific, plain language with others.
• Ability to adapt, access information, and work with others to address programmatic needs and participate in activities to back up critical core functions across the office.
   

Preferred Qualifications

• Experience registering, issuing, amending, or processing vital records, legal documents, or records in a governmental capacity or regulated environment where compliance with laws and data privacy requirements was part of regular job duties.
• Experience using the Minnesota Registration and Certification (MR&C) System or other specialized case management, records management, or government database systems as part of regular job duties.
• Experience using, applying, and documenting procedures, updating written workflows, participating in quality assurance activities, or contributing to process improvement efforts.
• Experience providing customer service by phone and email directly to diverse populations, including individuals experiencing stressful, urgent, or sensitive situations, while explaining processes or requirements.
• Post secondary academic coursework, certifications, or a degree.
   

Additional Requirements

This position requires successful completion of a background check and employment reference check.

How to Apply 

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

Contact

If you have questions about this position, contact Kaitlyn Crowley at katie.crowley@state.mn.us or 651-201-5984.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Kaitlyn Crowley at katie.crowley@state.mn.us.

If you are an individual with a disability and need an accommodation for an interview, you may contact the Department of Health ADA Coordinator at health.hr.ada@state.mn.us.

About Health Department 

Come work for one of the best public health systems in the nation and you will contribute to our mission to protect, maintain and improve the health of all Minnesotans. We are working hard to achieve our vision for health equity in Minnesota, where all communities are thriving, and all people have what they need to be healthy. Our collaborative, mission-driven work environment is a major factor in promoting a high level of employee health awareness, employee longevity and job satisfaction.

Working together to improve the state we love. 

What do Minnesota's State employees have in common? 

• A sense of purpose in their work
• Connection with their coworkers and communities
• Opportunities for personal and professional growth

Benefits 

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include: 

• Paid vacation and sick leave 
• 12 paid holidays each year 
• Low-cost medical, dental, vision, and prescription drug plans 
  • Fertility care, including IVF
  • Diabetes care
  • Dental and orthodontic care for adults and children 
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care 
• Resources that provide support and promote physical, emotional, social, and financial well-being

Support to help you reach your career goals:

• Training, classes, and professional development
• Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)

Employee Assistance Program (EAP) for work/life support:

• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota. 

EQUAL OPPORTUNITY EMPLOYERS 

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

APPLICANTS WITH DISABILITIES

Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.