Vital Records Assistant

Department of Health and Human Services (DHHS)

Planning & Research Assistant

Opening Date: July 1 , 2025

Closing Date: July 15, 2025

Job Class Code: 0940

Grade: 14 (Pro-Tech)

Salary: $17.04 - $22.68 per hour

Position Number: 02031-2496

Location: Augusta

This is a full-time position located in Augusta. This opportunity allows partial telework with management approval.

The Data, Research, and Vital Statistics (DRVS), within the Maine Center of Disease Control & Prevention, is seeking a highly skilled and self-motivated front office worker to join our team.  As a Vital Record’s Assistant, you will play a key role by performing various planning, data collection and analysis, administrative and clerical tasks related to the registration and administration of Maine’s vital events. Your primary responsibilities will be to oversee the genealogist database, tracking their enrollments and processing their weekly requests for records. You will record and track operational totals monthly. You will review the provider reports of death with dignity patients to ensure compliance with the law and follow up with the physicians about missing or incomplete forms. You should be comfortable undertaking a variety of activities in the office, including filing, answering and routing incoming calls, sorting and delivering mail, organizing and reviewing documents, basic computation, and more. You will be expected to cross-train across all areas of vital records.  Reliability and a strong work ethic combined with great communication skills are a must.

Core Responsibilities:

As a key member of the DRVS team, your core responsibilities will include:

• Maintain the genealogist database, reviewing their applications to determine their eligibility and fulfilling their requests for records.
• Review physician reports for death with dignity legal requirements, follow up with the physicians about any incomplete or missing data.
• Compile monthly counts for vital records services and enter vital records operations totals.  
• Prepare reports, charts or graphs on revenue generated from the State Share of Vital Record reports.
• Serve as the primary back up to the front desk operations by greeting and welcoming clients and directing them appropriately.  
• Promote a positive, professional image of the office.
• Answer the main phone line, take messages, and redirect calls to appropriate people. 
• Copy and/or scan various vital records and/or documents.
• Sort and distribute incoming mail as well as prepare outgoing mail (envelopes, packages, etc.)
• Update accounting spreadsheets; record all checks, credit cards and cash received for services.  
• Support administrative and special projects requirements, and other duties as assigned.

Minimum Qualifications:

A two year combination of education, training, and/or experience providing a knowledge of statistics, methods of research and planning, and/or economic analysis.

Preferred candidates will also have:

• Polished professional with outgoing attitude, must be a team player.
• Aptitude and comfort with learning new applications as required.
• Demonstrated excellent organizational, coordinating and interpersonal skills.
• Excellent phone and customer service skills with diverse constituents.
• Proven job diligence, dedication and attention to detail.
• Ability to work in a multi-tasked environment with attention to detail, follow through, and flexibility.
• Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
• Excellent written communications skills with the ability to write a professional letter or memo, draft instructions and update office procedures. 
• Strong working knowledge of office procedures and basic computation.
• Ability to accurately enter or retrieve information into/from a database. 
• Ability to establish and maintain effective working relationships with a diverse group of internal and external partners.
• Ability to read and interpret Maine Statutes, rules and regulations related to vital records.

Thinking about applying?

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Agency information: 

The Department of Health and Human Services (DHHS) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State's population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders. The Department also promotes public health, operates two state psychiatric hospitals, and provides oversight to health care providers.

The mission for the Maine Center for Disease Control and Prevention (Maine CDC), within which this position is located, is to develop and deliver services to preserve, protect, and promote the health and well-being of the citizens of Maine.

Application Information:

For additional information about this position please contact Theresa Roberts, Vital Record Supervisor, at (207) 287-3657

*To apply, please upload a resume and cover letter with your application. Please submit all documents or files in PDF format.

To request a paper application, please contact [email protected]

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.


• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. 


• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value).


• Retirement Plan – The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS). 


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  Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive six weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.

  
  

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role. 

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics. 

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.