LTE Vital Records Customer Service Specialist

The Department of Health Services (DHS), Division of Public Health (DPH) is recruiting for a Vital Records Customer Service Specialist, Limited Term Appointment (LTE) in the Customer Support & Fulfillment Unit of the State Vital Records Office in the Office of Health Informatics (OHI). This unit receives over 100,000 requests annually affecting all vital records, such as birth, death, marriage and divorce.

DPH works with our local and tribal public health partners, and community groups statewide, on a wide variety of programs and services that protect the health of Wisconsin residents.

The schedule is based on hours available to work, up to 20 hours per week. This position will require 100% in office presence and will be headquartered at 1 West Wilson Street in Madison. The schedule may vary based on training or operational needs.

• LTE positions are not civil service classified positions, do not give any rights to a permanent civil service classified position and do not lead to permanent status.
• Wisconsin residency is required for LTE positions.
• No more than 1039 hours may be worked in a 12-month year.

As the LTE Vital Records Customer Service Specialist, you will screen, accept and receipt requests received via mail, via online and via fax for Wisconsin vital records using the Statewide Vital Records Information System. In this role, you will gain general knowledge of Wisconsin State Statute Chapter 69 which is required to effectively review documentation and complete requests. You’ll need great oral and written communication skills in order to effectively assist the public as well as various agencies throughout the state, such as Register of Deeds and Clerks of Court.

This position will be responsible for:

• Searching for records stored in microfiche, microfilm paper form, and various databases.
• Accessing records to make changes, complete records or create new records while adhering to confidentiality policies and procedures.
• Providing information and assistance to the public and other governmental agencies regarding requirements and procedures to obtain copies of and information from vital records.
• Determining applicants’ eligibility to obtain copies or information from vital records.
• Independently interpreting and applying state statutes, administrative rules, policies and procedures and making independent decisions.

The starting pay for this position is $23.41 per hour. Pay for current or former employees is set based on the rules that apply to compensation for the applicable transaction. This position is classified as a Records Program Associate Advanced and is in pay schedule and range 02/12.

All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.

DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire.

Minimally qualified applicants will have all of the following:

• Experience working with a records management system (e.g., entering data, editing, searching for records, performing quality assurance, etc.).
• Experience with privacy principles, practices, requirements, or policies such as PII (Personal Identifiable Information), PHI (Public Health Information), or HIPPA (Health Insurance Portability and Accountability Act).
• Experience reviewing documents and materials for accuracy or eligibility (e.g., applications, payment methods, mailing addresses, etc.).

Well-qualified applicants will also have one or more of the following:

• Experience working with vital records (e.g., birth certificates, marriage, etc.).
• Experience organizing, preparing, and summarizing data or information gathered from various sources.

Your letter of qualifications is limited to one (1) page. For a guide on developing your resume and letter of qualifications and what should be included in these materials, click here.

Applying is easy! Click “Apply for Job” to start your application process. Sign into your account or create an account before applying for the job. Follow the steps outlined in the application process to submit your application.

Helpful Information:

• Once your application is submitted, no changes are allowed. Click “Save” to allow changes to your application as needed before submitting by the deadline.
• You may want to save a copy of the job posting for referencing after the deadline.
• Submitted materials will be evaluated by a panel of job experts according to the qualifications above.
• Please monitor your email for communications related to this position.
• Current or former permanent, classified, state employees must complete the online application process to be considered.
• If viewing through an external site, please apply directly at Wisc.Jobs.
• For technical assistance and general information, please see Frequently Asked Questions. For questions about the position, to request a copy of the full position description, or for other employment inquiries, please contact DHSDPHHR@dhs.wisconsin.gov.

DHS is an Equal Opportunity and Affirmative Action employer seeking a diverse and talented workforce.

Veterans are encouraged to apply. For complete information on Veterans’ hiring programs with the WI Department of Veteran’s Affairs, click here.

The deadline to apply is April 7, 2025 at 11:59 pm. Applicants are strongly encouraged to allow ample time to finalize their applications keeping in mind that technical assistance is only available Monday through Friday 7:45 am – 4:30 pm. Late or incomplete applications will not be accepted.