Supervisor Records Searcher

Full job description Salary $25.68 - $37.46 Hourly
Location Lansing, MI
Job Type Permanent Full Time
Job Number 3901-24-PH-EPI-121-FILL
Department Health and Human Services - Central Office
Opening Date 04/30/2024
Closing Date 5/7/2024 11:59 PM Eastern
Bargaining Unit NON-EXCLUSIVE REPRESENTED EMPLOYEE (NERE)

Job Description


The function of this position is responsible for overseeing and organizing the Searcher Crew who conduct the indexing, querying and search for copies of vital records for requests from the public, various state, federal and local agencies through the resources of paper and card indexes, electronic files or microfilm. This supervisor is responsible for keeping current with the knowledge of the vital records laws, office policies and procedures, attorney general opinions, computer software applications and UAW agreements. Oversee the Mail Crew activities to assure all activities are performed in a timely manner. Supervise the Searcher Crew by maintaining microfiche, microfilm, and paper certificates and amended records on all deaths, marriages and divorces. Create reports weekly on backlog per document type and productivity per employee; make suggestions on processes to handle backlogs. Update unit procedures based on changes in office procedure and state statutory law changes. LIAISON with the Registration Unit for records of death, marriage, divorce and Affidavits of Parentage. Handle customer's inquiries and complaints on same. LIAISON with county and court offices regarding records in the state for deaths, marriages and divorces. Investigate and correct or replace missing and incorrect records. Track document replacements and update files and indexes. Handle records discrepancy issues for document requests thru the vital records customer counter for deaths, marriages, and divorces. Other responsibilities include the improvement of office procedures for the search requests, organizing the flow of paperwork, scheduling work and overtime activities, approval of sick and annual leave,
employee service and performance ratings, answering inquiries regarding searches, and working on special projects as assigned by the Customer Service Unit Supervisor. This position will also supervise the Record Preparation Crew whose duties are to edit information from original records to the Vital Records Systems for issuance of certified copies, and the Departmental Technician DHS specialist whose duty is to receive via e-mail, monitor and process requests from Department of Human Services for vital records, and to respond to phone calls regarding problems or issues associated with DHS requests. This tech would also issue "Adoption Purposes Only" copies of vital records for those agencies requiring such to facilitate an adoption.



To be considered for this position you must: Apply for this position online via NEOGOV; Relevant experience and/or education referred to in the supplemental questions must be documented in the resume, transcript and/or application to allow for accurate screening. Attach a resume identifying specific experience and dates of employment. Dates of employment should include month and year and hours per week. Attach a cover letter. If applicable, attach a copy of an official transcript(s). We accept scanned copies of official transcripts. We do not accept web-based, internet, or copies of unofficial transcripts. Official transcripts provide the name of the institution, confirmation that a degree was awarded and on what date, and the registrar's signature. Required Education and Experience Education
Educational level typically acquired through completion of high school.



Experience One year of experience equivalent to a Departmental Supervisor 10, Office Supervisor 11, or Secretary Supervisor 11; two years equivalent to an experienced-level technician, paraprofessional, professional; Office Supervisor 9 and 10, Secretary Supervisor 10, Emergency Dispatch Supervisor 10, or Human Resources Customer Service Supervisor 10; or two years of Office Supervisor 9 and 10, or a Secretary Supervisor 10 and 11.
Additional Requirements and Information Position Location/Remote Office: The physical location of this position is 333 S. Grand Avenue, Lansing, MI 48933. Based on operational needs and within established limits, remote work and alternate or hybrid work schedule requests for this position may be considered.


Selected candidates who have been approved to work remotely or a hybrid schedule must complete that work within Michigan. Candidates should confirm work location and schedule at the time of interview.
Employees will be provided computers to perform state work. Phones may also be provided for necessary communications. If working remotely, employees will be responsible for providing other components of a remote office at their own expense, including:
A secure work location that allows privacy and prevents distractions. A high-speed internet connection of at least 25 Mbps download and 5 Mbps upload. Suitable lighting, furniture, and utilities. Your application for any position does not guarantee you will be contacted by the Department/Agency for further consideration. Only those applicants interviewed will be notified of the results. The use of artificial intelligence (AI) software of any kind is prohibited in all areas of the selection process; including, but not limited to, responses to application questions, and responses to interview questions or exercises. As a Condition of Employment: this position requires successful completion of a background investigation and a criminal records check.


If you previously held status in this classification and departed within the last three (3) years, please contact Human Resources regarding your interest in a potential reinstatement. Reinstatement is not guaranteed or required.



The Department of Health & Human Services reserves the right to close this posting prior to its original end date once a sufficient number of applications have been received.


For information about this specific position, please email . Please reference the job posting number in subject line.


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MDHHS is proud to be a Michigan Veteran's Affairs Agency (MVAA) Gold Level Veteran-Friendly Employer. State employment also offers rewarding careers where you can help Michiganders enjoy better lives. Many State of Michigan jobs offer alternate work schedules and remote-work options that can help give the flexibility you need. The State of Michigan has been recognized as a leading U.S. employer by new graduates from ******** and a best large U.S. and state employer. Recognized on the international stage for fostering positive employee engagement, the State of Michigan is a past recipient of a North America Government Agency Employees Engagement Award.
More details on benefits for our new hires are below:
Rewarding Work: State of Michigan jobs allow you to serve Michiganders in many different ways depending on your interests and skills. Help preserve and protect our environment and the public health; enforce state laws and regulations; advocate for children, families, and victims of discrimination; support our state's military and veterans; rebuild our state's infrastructure; or support other state agencies through our fiscal, IT, and HR systems.



Insurance Benefits: The State of Michigan offers health, mental health, dental, and vision insurance to eligible career employees, their spouses, and their children. The state also covers a life-insurance benefit of two times employees' annual salary (up to $200,000). The state also offers long-term-disability insurance that can provide continuing benefits if an injury or illness prevents employees from working. More information is available at



Retirement Programs: The State of Michigan offers 401(k) and 457 plans for new hires to save for retirement. The state will automatically contribute an amount equal to 4% of your pay to a 401(k) account. The state will also match up to 5% of your pay if you contribute to your 401(k) account. Your contributions vest immediately, and the state's contributions fully vest after just 4 years. More information is available at



Vacation and Sick Leave: Eligible full-time employees receive between 15 and 35 personal days and 13 sick days per year that may be rolled over to the following year if not used. Eligible employees also receive an additional day each year for community service or school functions.



Paid Parental Leave: Eligible employees can take 12 weeks of paid leave immediately after a birth or adoption to allow needed time together at home with a new child.



Paid Holidays: Eligible employees receive 13 or 14 paid holidays each year including New Year's Eve and Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth, the Fourth of July, Labor Day, Election Day, Veterans Day, Thanksgiving, Thanksgiving Friday, Christmas Eve and Day.



Bonus Programs: Eligible employees with five years of service also receive annual longevity bonuses that grow as seniority increases. Some positions also may qualify for recruitment, retention, and performance bonuses or other special pay premiums.



Military Pay Differential: Employees in the guard or reserves may also qualify for supplemental pay benefits if miliary pay during qualifying duty is less than normal state pay. Prior military service may also allow seniority credits to accelerate eligibility for longevity bonuses and additional personal leave accrual.



Tax-Advantaged Programs: In addition to 401(k) and 457 retirement accounts, the state also offers flexible spending account (FSA), health savings account (HSA), and qualified transportation fringe benefit (QTFB) programs that can help you save money by reducing your taxable income.



Student Loan Forgiveness: Working for the State of Michigan may allow you to participate in programs that forgive the balance of qualifying student loans. Information to help determine if you could qualify is available from the U.S. Department of Education.



Tuition Reduction: Some colleges and universities offer savings to eligible employees and family members to further their education while working for the State of Michigan.



Professional Development: To help develop your career, programs are available to apply for reimbursement of up to $2,000 a year for education and training for college course credits and non-degree programs.



Alternative and Remote Work Schedules: Depending on the nature of their duties, many state jobs offer flexible work schedules and remote or hybrid telecommuting options that can help obtain the work-life balance that you seek.



Great Lakes and Great Times: Michigan boasts four Great Lakes, 11,000 inland lakes, 36,000 miles of rivers and streams, 20 million acres of forests, 100 state and national parks and recreation areas, 1,300 miles of bike trails, 6,500 miles of snowmobile trails, the second-most ski areas in the nation, 650 public golf courses, 600 campgrounds, and an international dark-sky park—just for starters. Our cities offer concerts and cultural events, storied sports teams, education hubs, vibrant downtowns, one-of-a-kind craft beverages, and renowned restaurants for every appetite. From urban centers to beach towns to the great outdoors, the opportunities are endless. With your state salary and benefits and Michigan's affordable cost of living, you can explore all that Michigan has to offer.


Updated: 2/28/24