VITAL RECORDS INFO ASSISTANT - 10202026-81825

Full-time position with the Tennessee Department of Health, Vital Records and Statistics Division, located at Andrew Johnson Tower in Nashville, TN. Opening date: 10/20/2026; closing date: 10/26/2026. Salary: $3,650 monthly ($43,800 annually). This role requires a criminal background check and is designated as in-office.

About the role

Under immediate supervision, performs vital records information assistance work of average difficulty. Provides direct assistance and information pertaining to vital record issues to the general public, various agencies, and officials via telephone, email, correspondence, or in person. Differs from the Vital Records Supervisor, which involves supervising a vital records unit.

Responsibilities

• Responds to inquiries from the general public; interacts with state and federal agencies, and external stakeholders daily to provide or obtain information.
• Collects and receipts appropriate fees for certificates or services; prepares correspondence requesting additional information, documents, or fees to finalize a legal process.
• Updates/edits actual records in the database to correct information of a vital event; amends electronic images of records in compliance with Vital Records laws and rules; enters request data into databases to track, locate, and issue a record or certify no record found.
• Reviews court orders, forms, and applications to determine compliance with laws and rules to process new certificates of birth.
• Reviews applications to determine entitlement to a requested service or record of event.
• Reviews scanned documents to ensure each document is attached to the correct image; explains and enforces Vital Records laws, rules, policies, and procedures as they apply to each request.
• Accurately maintains daily cash drawer to ensure proper closeout; monitors activities in customer service lobby to ensure safety, traffic flow, and supplies.
• Reports suspicious documents, activity, or behavior to supervisor for further action or investigation.
• Retrieves original certificates from storage boxes for inclusion in a sealed record file.
• Reviews documents to determine acceptability of records as supporting evidence to file or amend a record.

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time work in one or a combination of the following: vital records, medical records, clerical/office support work, or customer service delivery of health information.

Substitution of Education for Experience: Qualifying experience in vital records, medical records, clerical/office support work, or any customer service delivery may substitute for the required education on a year-for-year basis to a maximum of four years (e.g., one year of full-time experience may substitute for one year of required education).

Substitution of Experience for Education: Course work credit from an accredited college or university may substitute for the required experience on a month-for-month basis to a maximum of two years (e.g., 45 quarter hours may substitute for one year of required experience).

Competencies (KSA's)

• Competencies: Customer Focus, Communicates Effectively, Situational Adaptability, Manages Complexity, Drives Results
• Knowledges: Clerical, Customer and Personal Service
• Skills: Active Learning and Listening, Speaking, Writing, Reading Comprehension, Service Orientation
• Abilities: Written Comprehension, Information Ordering, Inductive Reasoning, Selective Attention

Tools & Equipment

• Computer
• Telephone
• Cashiering Equipment
• Scanner
• Copier

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications: a valid driver's license; for the past five years, the candidate's driver record must not have a record of driving under the influence (DUI), reckless driving, license suspension for moving violations, or more than four moving violations. Include your Driver's License Information under the Licenses and Certifications section of your application. Agencies may allow an exception based on other factors.