LEGAL SERVICES - VITAL RECORDS/LOCATE
3003 N Central Ave Phoenix, AZ 85012

Salary: $19.8000 HRLY/$41,184.00 Salary 

Grade: 18

Closing Date: October 4, 2026

Under the general direction of the DCS Locate and Vital Records Manager, this Statewide Vital Records Coordinator position ensures that the children of Arizona have every chance to be placed with family members, relatives or other responsible parties to protect their safety, stability and permanency.

This position reviews, researches and processes vital record requests (birth certificate, death certificate and social security) for DCS Specialists by conducting an in-depth analysis using various resources to obtain vital record documentation.

This position requires working on-site a minimum of three (3) days per week to access systems and resources necessary to perform the essential functions of the position.

• Documents and records vital record information and performs administrative functions as appropriate, including but not limited to administrative support and mail distribution. Gathers information and records required for "no records packet" and 'no records letter', including contact with birth families, DCS Specialists and other persons. Additionally, this position will assist in reviewing department reports to identify youth without a social security number and/or card and to process requests when necessary.
  
• Reviews, analyzes and coordinates highly confidential information in attempt to obtain vital records from local, national and international entities using various databases and software applications; Works with DCS Specialists and various entities including Department of Health Services, Social Security Administration, other State entities, the State Department and International Consulates and Embassies for those children born out of the country to obtain the required vital documentation for investigation purposes, placement of a child in DCS custody and/or adoption.
  
• Works both independently and in a team environment to ensure all relevant information is obtained to accurately identify case-related persons. Makes sound, independent decisions based on analysis of information identified and available data and adopts appropriate course of action. Independently prepares clear, concise and grammatically correct vital documentation relevant to the child's status during research and analysis of information.
  
• Assist with new projects to enhance or improve existing vital records requests to ensure youth and DCS Specialists receive birth certificates when required. Develops, conducts and presents training to DCS field staff regarding vital records processes and procedures. This position may require occasional in-state travel to conduct trainings.
  
• Interacts and provides efficient and courteous assistance to DCS Specialists, Department of Health Services, Social Security Administration, other State entities, the State Department and International Consulates and Embassies, within the scope and nature of the position and authorities.
  
• Other duties as assigned as related to the position.

Knowledge of:

• Various software applications and databases
  
• Court proceedings as they relate to Dependency, Severance, Guardianship and Adoption cases
  
• Department rules, policy and procedures governing vital records, court procedures and resources
  
• Techniques for eliciting highly confidential information relevant to a vital document
  
• Roles, responsibilities and jurisdictions of various city, county, state, tribal, federal and international entities as they pertain to vital record information

Skills in:

• Applying techniques and methods relating to obtaining vital record documentation, nationally and internationally
  
• Analyzing and interpreting court orders and judgments; reviewing and interpreting court orders
  
• Analyzing data to determine appropriate course of action
  
• Navigating effectively through various computer applications
  
• Communicating effectively with people of diverse backgrounds using both verbal and non-verbal communication, including national and international citizens and entities
  
• Creating legal documents, business letters, emails and other vital documentation
  
• Extracting, inspecting and utilizing highly confidential information in statutes, court decisions, legal documents and vital records
  
• Managing time to achieve successful outcomes
• Organizing work space and workflow to obtain optimal efficiency

Ability to;

• Find, collect, preserve, and evaluate information to determine the validity of and relevance to the child and other case-related persons
  
• Manage difficult and argumentative parties who may not want to cooperate
  
• Collaborate with others while working independently within established guidelines and directives
  
• Interact successfully with representatives from Courts, Federal, State, Local, Tribal and International Entities
  
• Demonstrate initiative, self-motivation, self-discipline and determination to fully and accurately document all information identified as well as the ability to maintain confidentiality/discretion concerning vital record information found during research process
  
• Communicate effectively and accurately, both verbal and non-verbal
  
• Prioritize tasks to meet deadlines
  
• Perform detailed work with a high degree of accuracy
  
• Maintain a professional appearance and demeanor at all times
  
• Managing time and resources effectively
  
• Follow through to ensure all relevant information is obtained
  
• Work effectively with team members including administrative staff, peers and management

Preference given to individuals with two years work experience analyzing vital record information including legal documents, composing complex communications and preparing legal documents. Must have computer proficiency, be detail oriented and have good organization and time management skills. Experience with Field Operations is a plus.

Employee must obtain and maintain clearance of the DCS Central Registry.

Employee must obtain and maintain an Arizona Fingerprint Clearance Card.

A valid Arizona driver's license is required. This position requires driving or the use of a vehicle as an essential function of the job to conduct State business. The following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:

• Affordable medical, dental, life, and short-term disability insurance plans
  
• Top-ranked retirement and long-term disability plans
  
• 10 paid holidays per year
  
• Vacation time accrued at 4:00 hours bi-weekly for the first 3 years
  
• Sick time accrued at 3:42 hours bi-weekly
  
• Deferred compensation plan
  
• Wellness plans

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-3141 or by email at ADA@AZDCS.GOV. Requests should be made as early as possible to allow time to arrange the accommodation. Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at 602-255-2903 or by email at recruiting@azdcs.gov. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.