Vital Records Certification Supervisor (HSC 4) DOH8865
State of Washington
RecentPosted Mar 9
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Posted: March 19, 2026 (1 day ago)
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Vital Records Amendment Training Specialist DOH8872
State of Washington
Dept. of Health
Location
Washington, 98504
Salary
$4,653 - $6,259
per month
Type
Full-Time
More Education & Training jobs →Closes
March 27, 2026
SES Pay Grade
Base salary range: $147,649 - $221,900
Typical requirements: Executive-level leadership experience. Senior executive qualifications required.
Note: Actual salary includes locality pay (15-40%+ depending on location).
Job Description
Summary
This job involves creating and teaching training programs to help staff accurately update important documents like birth and death certificates, ensuring changes are handled correctly and follow state rules.
You'll also guide teams on tricky cases, improve processes, and support the reliability of records that people use for identity, family matters, and services.
It's a great fit for someone who loves teaching complex topics, has experience with records or legal processes, and wants to contribute to public health and community support.
Key Requirements
- Experience in developing and delivering training programs on complex procedures
- Strong knowledge of vital records laws, rules, and amendment processes
- Ability to provide technical guidance and consultation to staff and external partners
- Proficiency in using vital records systems like WHALES and CertIMS
- Skills in reviewing and improving procedures, job aids, and workflows
- Expertise in handling sensitive issues such as court-ordered changes, sealed records, and adoptions
- Strong communication skills to translate laws and policies into clear guidance
Full Job Description
Vital Records Amendment Training Specialist
This is a full-time onsite project position located at our DOH facility in Tumwater, WA. This project position is currently funded through June 30, 2027.
The Opportunity
As the Vital Records Amendment Training Specialist, you will develop and deliver training that ensures vital record amendments are processed accurately and consistently across Washington State.
This role focuses on building the knowledge and skills of amendment specialists who handle sensitive changes to birth and death records, including corrections, adoptions, parentage determinations, and legal name changes.
In this position, you will design and lead training, provide technical guidance to staff and partners, and help ensure amendment procedures are applied consistently and in accordance with state law and policy.
You will also review and improve procedures, contribute to workflow improvements, and provide subject matter expertise on complex amendment cases.
This work directly supports the integrity of Washington’s vital records system.
Accurate records are essential for proving identity, establishing legal relationships, and ensuring individuals can access public benefits and services.
By helping maintain reliable vital records, this role contributes to a system that individuals, families, and government programs rely on every day.
Key Responsibilities Include:
- Design and deliver training for amendment specialists to ensure consistent interpretation and application of laws, rules, and procedures governing vital record amendments.
- Provide technical guidance and consultation to staff, local health jurisdictions, hospitals, funeral homes, and other partners on complex amendment requests and requirements.
- Process and review amendment requests using vital records systems such as WHALES and CertIMS while maintaining accurate records and documentation.
- Maintain and improve amendment procedures and job aids to ensure alignment with current law, policy, and operational practices.
- Serve as a subject matter resource for complex amendment issues, including court-ordered changes, sealed records, and Social Security notifications.
- Research and resolve customer inquiries and escalated issues related to corrections and amendments to vital records.
- Contribute to workflow improvements, policy interpretation, and implementation of legislative or procedural changes affecting vital records amendments.
- Participate in quality improvement efforts and testing activities to improve amendment systems, processes, and service delivery.
Why You’ll Love This Role:
- You will help build staff expertise by designing and delivering training that strengthens the accuracy and consistency of vital records services.
- You will work as a subject matter resource on complex amendment cases, helping ensure the system functions smoothly for staff and partners.
- Your work helps maintain the reliability of vital records that people depend on to prove identity, establish family relationships, and access services.
- You will contribute to a public health data system that supports research, policy decisions, and programs that protect the health of people across Washington.
What You Bring:
You are someone who enjoys helping others build knowledge and confidence in complex work.
You communicate clearly and translate laws, rules, and procedures into guidance that others can apply in real situations.
You approach detailed, policy-driven work with care and consistency, knowing that accuracy matters when records affect people’s identities and legal relationships.
You work well with colleagues and external partners, bringing patience, professionalism, and cultural humility to your interactions.
You are motivated by the public service mission and take pride in supporting systems that people across Washington rely on every day.
Minimum Qualifications
There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed.
Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.
Option 1: Three (3) or more years of experience interpreting and applying laws, policies, program rules, or contracts governing program work and explaining requirements, options, and next steps to customers or partners.
Option 2: An associate degree or higher; AND one (1) or more years of experience interpreting and applying laws, policies, program rules, or contracts governing program work and explaining requirements, options, and next steps to customers or partners.
Additional Required Knowledge, Skills, Abilities, and Experience
- Experience processing complex casework that requires reviewing documentation for accuracy, completeness, and legal compliance
- Experience developing and delivering training or providing structured guidance to staff on policies, procedures, or technical processes
- Knowledge of records management principles, including maintaining official files, affidavits, and supporting documentation
- Experience responding to escalated customer inquiries and resolving issues involving sensitive or legally governed information
- Ability to analyze workflows and recommend improvements to processes, procedures, or forms
- Proficient in using web-based data systems or case management systems to enter, update, and retrieve records
- Proficiency in Microsoft Word and Excel. Proficiency may include but is not limited to the ability to perform the following tasks:
- Word: Creating and formatting structured documents, using styles and templates, tracking changes, inserting tables, and preparing clear, professional documents for review or publication.
- Excel: Organizing and analyzing data using formulas and functions, creating and formatting spreadsheets, sorting and filtering data, using pivot tables, and generating basic reports.
Preferred Qualifications
While these aren’t required, having them can help you stand out as a candidate.
- Experience working with vital records, including amendments, corrections, adoptions, or court-ordered record changes
- Knowledge of state or federal laws governing birth and death records
- Experience providing guidance to attorneys, courts, hospitals, funeral homes, or government agencies
- Experience participating in quality improvement or lean process improvement initiatives
- Experience testing system changes or validating updates in a technical or database environment
- Experience supporting implementation of legislatively mandated or policy-driven program changes
- Advanced proficiency in Microsoft Excel, including designing complex spreadsheets; using advanced formulas and nested functions such as INDEX MATCH, XLOOKUP, and logical functions; building pivot tables and dashboards; performing data validation and error checking; analyzing large datasets; and developing automated or semi automated reporting tools to support operational and policy decisions.
Employee Benefits
We offer a solid benefits package that supports you and your family’s health, financial security, and work-life balance.
You’ll have access to comprehensive medical, dental, and vision coverage, life and long-term disability insurance, flexible spending and health savings accounts, and retirement plans that help you plan for tomorrow while you’re living today.
Paid holidays, vacation and sick leave help you recharge, and additional programs like dependent care assistance and professional development opportunities add value beyond basic coverage.
Join us and enjoy benefits designed to care for you as much as you care about public health. Learn more about DOH benefits and see how we support your life at work and beyond by visiting Work@Health.
About Amendment Services and Vital Records
Vital Records is a statewide program within the Washington State Department of Health and operates as part of the Center for Health Statistics. We are responsible for the registration, amendment, preservation, and issuance of Washington’s official birth, death, marriage, and divorce records.
Each year, we register approximately 90,000 births, 55,000 deaths, 45,000 marriages, and 25,000 divorces, and process more than 50,000 amendments and corrections. Our work ensures these records remain accurate, legally compliant, and available when individuals and families need them.
Vital records establish identity, confirm family relationships, and support access to benefits, healthcare, travel, and other essential services.
Through statewide systems, policy oversight, and strong partnerships with counties, hospitals, funeral directors, and other agencies, we maintain the integrity and reliability of Washington’s official records.
About the Washington State Department of Health
We're nearly 2,000 professionals across Washington working together to protect and improve community health.
Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience.
At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We’re passionate people who are driven to make a difference in public health.
Explore more about the Department of Health, our programs, and our impact by visiting our website.
Working Conditions:
The following describes the working conditions of this position, with or without reasonable accommodation.
Work Setting, including hazards:
- Position assigned duty station is Tumwater, Washington. This is an in-person position and work must be completed at the Tumwater campus.
- Work indoors at a desk, on a computer or telephone the majority of a workday, in an open office environment with possible conversation and other noise distraction.
- Working environment is fast-paced with frequent interruptions.
- Office environment involves daily exposure to paper, dust, ink solvents and other products associated with paper records.
- Work in a frequently stressful environment with multiple assignments and priority deadlines.
Schedule (i.e., hours and days):
This position has a work schedule of 40 hours per week. Although DOH business hours are Monday to Friday 8:00 a.m.
to 5:00 p.m., this position requires an onsite presence Monday to Friday from 7:30am to 4:30pm The position would not normally require working in excess of 40 hours per week, but if it became necessary for business needs, your supervisor would notify you in advance.
This position would not normally work an alternate schedule, but requests may be considered and are subject to supervisory approval.
Travel Requirements:
- Travel is not required to perform the duties of this position; however occasional travel may be expected to attend meetings, trainings, and/or conferences.
- When driving for state business, the employee must be able to legally operate a state or privately-owned vehicle; OR provide alternate transportation while on state business.
Tools and Equipment:
- This position uses standard office furniture and equipment, such as a desk, office chair, cell phone, computer, monitor(s), keyboard, and mouse; and when in the office, the position may also require the use of a printer, phone, fax machine, and/or copy machine.
Customer Interactions:
- The position requires daily interactions on the telephone and in writing with customers, some of whom may be upset, frustrated, or irate.
Other:
- This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
- The DOH campus is a smoke-free, drug-free, alcohol-free, scent-neutral environment.
- This position may be required to conduct and/or participate in public health emergency preparedness and response activities.
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APPLICATION DIRECTIONS:
We’re committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents won’t be accepted or shared with the hiring manager.
Click “Apply” to complete your application. Attach your resume, cover letter, and DD-214 (if applicable).
List at least three professional references, directly in your Applicant Profile or as a separate attachment, including a supervisor, a peer, and someone you’ve supervised or led (if applicable).
DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation.
Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application.
Please remove or cover any personally identifiable data such as social security numbers and birth year
Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.
DOH is an equal-opportunity employer.
We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity.
Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Shawnelle Goalder, Talent Acquisition Consultant/Recruiter at employment@doh.wa.gov and reference DOHxxxx in the subject.
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.
Additional Information
This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days.
Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration.
Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.
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