Forms and Records Analyst, Vital Records (FRA 2) DOH8873
State of Washington
FreshPosted Mar 9
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Posted: March 9, 2026 (4 days ago)
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Vital Records Certification Supervisor (HSC 4) DOH8865
State of Washington
Dept. of Health
Location
Washington, 98504
Salary
$5,812 - $7,817
per month
Type
Full-Time
More Management & Supervision jobs →Closes
March 17, 2026
Job Description
Summary
This job involves leading a team that issues official copies of birth, death, marriage, and divorce records for the state of Washington, ensuring everything is done accurately, securely, and according to the law.
The role includes supervising staff, making decisions on tough issues, and working with other agencies to keep the system running smoothly.
It's a great fit for someone with strong leadership skills who enjoys managing operations and helping people access important documents for life events like getting a passport or enrolling in school.
Key Requirements
- Experience supervising staff and managing teams in a records or administrative environment
- Knowledge of state laws, rules, and policies related to vital records issuance
- Strong operational oversight skills to ensure accuracy, security, and timeliness in record processing
- Ability to develop and implement policies and procedures for consistent practices
- Proficiency in using vital records management systems and document retrieval tools
- Skills in providing technical consultation and addressing complex customer concerns
- Experience coordinating with government agencies, local jurisdictions, and vendors
Full Job Description
Vital Records Certification Supervisor (HSC 4)
This is a full-time onsite position located at our DOH facility in Tumwater, WA.
This role leads the Certification Section within Washington’s statewide vital records program, overseeing the work responsible for issuing certified copies of birth, death, marriage, and divorce records.
The position directs daily operations, supervises staff, and ensures that records are issued accurately, securely, and in compliance with state law and administrative rules.
The work requires strong operational oversight, thoughtful decision making, and the ability to guide staff through complex and sensitive issues related to identity records and documentation.
The Certification Section Supervisor manages a team responsible for processing and issuing vital record certificates using the state’s Vital Records Management System and related document retrieval tools.
The role sets priorities, assigns work, establishes performance expectations, and ensures the quality, timeliness, and security of records issuance.
The supervisor also provides technical consultation to staff and external partners regarding laws, policies, and procedures governing vital records.
The work also involves coordination with local health jurisdictions, other state and federal agencies, and vendors supporting records access.
Maintaining the integrity and lawful release of vital records is critical because these documents allow individuals to prove identity, enroll in school, access benefits, obtain passports, and complete many other life events.
Through careful oversight and collaboration, this role helps ensure the state’s vital records system remains reliable, secure, and responsive to the public.
Key Responsibilities Include:
- Lead and manage the Certification Section responsible for issuing certified copies of Washington State vital records.
- Supervise staff, set performance expectations, provide coaching, and conduct evaluations.
- Ensure vital records are issued accurately, securely, and in compliance with state laws, rules, and program policies.
- Develop and implement policies and procedures that support consistent vital records practices across state and local offices.
- Address complex customer and stakeholder concerns related to records issuance and documentation.
- Coordinate with local health jurisdictions, government partners, and vendors supporting records access and processing.
- Provide technical expertise on laws, rules, and systems governing vital records issuance and recordkeeping.
- Support legislative review and policy development related to vital records programs.
- Contribute to improvements in technology systems and business processes supporting records issuance.
- Use quality improvement tools to evaluate processes, track performance, and strengthen service delivery.
Why You’ll Love This Role:
- Opportunity to lead a high performing team responsible for a critical statewide public records function.
- Work that blends operational leadership, policy interpretation, and system improvement.
- Ensures people can access essential documents needed for major life events such as school enrollment, benefits, and identification.
- Contributes to a reliable and secure public records system that supports communities across Washington.
What You Bring:
You bring a steady leadership presence and the ability to manage complex operational work with care and precision.
You are a thoughtful problem solver who can interpret policy and law, guide staff through challenging situations, and make sound decisions when issues are sensitive or time critical.
You communicate clearly with staff, partners, and customers, and approach the work with a strong commitment to public service, accountability, and continuous improvement.
You are comfortable balancing day-to-day operational oversight with longer term process improvement and program development.
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.
- Option1: Four (4) or more years of progressively responsible experience leading or managing large complex programs in the public or private sector with demonstrated experience in either the administration or issuance of vital records or other legally protected records in a regulated environment OR Interpretation and application of state or federal laws, administrative rules, or policies related to records management, identity verification, confidentiality, or fraud prevention.
- Option 2: A bachelor’s degree and two (2) or more years of progressively responsible experience leading or managing large complex programs in the public or private sector with demonstrated experience in either the administration or issuance of vital records or other legally protected records in a regulated environment OR Interpretation and application of state or federal laws, administrative rules, or policies related to records management, identity verification, confidentiality, or fraud prevention.
And the following experience, knowledge, skills, and abilities:
- Two or more years of experience leading, supervising, or managing staff, including setting expectations, assigning work, coaching and mentoring employees, evaluating performance, and addressing performance issues in a fast paced or production oriented environment.
- Experience analyzing business processes and developing or improving workflows, procedures, or program documentation to support efficient and compliant operations.
- Experience maintaining and researching records, including historical books or materials, using comprehensive data or records management systems.
- Experience working with confidential or sensitive information within regulated data systems, such as WHALES, CertIMS, or REDCap.
- Experience reviewing and interpreting data or records to make independent, informed decisions that impact program operations and public outcomes.
- Experience serving as a subject matter resource by communicating laws, policies, or regulatory requirements to partners, leadership, or the public.
- Proficiency in using Microsoft Excel and similar data tools (e.g., Smartsheet) to perform calculations and to collect, analyze, and present data, including creating, formatting, and interpreting charts, graphs, worksheets, and reports.
- Ability to use data to identify problems, support decision making, and implement continuous improvement strategies that promote more equitable outcomes.
- Knowledge of ethical and equity focused practices, including diversity, equity, and inclusion, and how these principles inform policy, program, and operational decision making.
PreferredQualifications
While these aren’t required, having them can help you stand out as a candidate.
- Two or more years of experience as a supervisor or team lead.
- Experience working directly with vital records, civil registration, licensing, certification, or other official records programs
- Familiarity with Washington State vital records laws, administrative rules, or comparable statutes in another jurisdiction
- Experience using specific vital records, document management, or case management systems such as CertIMS, VitalChek, REDCap, or comparable platforms
- Experience participating in digital system implementation, system enhancements, or user acceptance testing for records or workflow based systems
- Experience coordinating with local health jurisdictions, registrars, or other decentralized partners to support consistent program operations
- Experience working with third party vendors that support records issuance, customer service, or document fulfillment
- Experience developing training materials, desk guides, or procedural documentation for operational or frontline staff
- Experience using workload data or operational metrics for staffing models, forecasting, or service level planning
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 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:
- This position's work must be completed at the Tumwater duty station located in Tumwater, WA.
- Exposure to hazards is limited to those commonly found in indoor at home or office environments. This position is sedentary, working at a computer for extended periods.
- Office environment involves daily exposure to paper, dust, ink solvents and other products associated with paper records.
- The office environment may be noisy, stressful, and is fast paced.
Schedule (i.e., hours and days):
- This position requires an onsite presence Monday to Friday from 7:30am to 4:30pm
- This position has a work schedule of 40 hours per week; however, the position may be expected to work longer hours to complete projects or assignment, and/or meeting business demands and deadlines.
- 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 infrequent travel may be expected to attend meetings, trainings, 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 [frequently, regularly, often] requires engaging with customers in a variety of settings [agency staff, agency managers, agency supervisors, legislators, governor's office staff, local health jurisdictions, federal government, State Board of Health, external partners, statewide professional associations].
- 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 DOH8865 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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