Share this Job

Current Employee? Click here to apply.

Adoption Supervisor

Date Posted:  Jul 29, 2022
Requisition ID:  341283

Indianapolis, IN, US, 46204

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.


At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to interview and to perform the essential functions of a role.


Next level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.


About the Indiana State Department of Health (IDOH):
The Indiana State Department of Health’s mission is to promote and provide essential public health services for a healthier and safer state.


The salary for this position traditionally starts at $30,082.00 per year but may be commensurate with education and/or experience.

About the Job:

The purpose of this position requires the supervisor to be focused on data-driven policy to determine appropriate evidence-based activities, which directly relates to corrections, adoptions. The activities can be measurable which in turn shows the results of the quality of work that the employees perform.  This position requires you to deal with a very diverse group of people and have respect for the ingenuity and passion of our employees, our partners, and the public we serve.

A Day in the Life:

The essential functions of this role are as follows: 

  • Oversees and coordinates functions and activities of the Adoption History, Adoption Matching, Adoption Medical History Programs, the Putative Father Registryprograms
  • Process requests for Confidential Verification of Birth Certificates for Government Agencies
  • Must examine certificates for accuracy and completeness, and make corrections or resolve any discrepancies.
  • Ensures the Indiana Birth Registration System (IBRS) is updated daily  
  • Performs searches and completes orders
  • Will enter into the IBRS/IDRS PanOpticsystems each day
  • Must make clerical decisions regarding appropriate procedures within Vital Records
  • Inputs data entry of information related to Vital Records
  • Logs and processes information related to Vital Records
  • Answers technical questions and traces requested information 
  • Sorts and distributes or responds to and handles vital records, files, and other documents     
  • Data enters vital information pertaining to Birth and/or Death records 
  • Proofreads, verifies for accuracy, and conducts other reviews for compliance with form, content, and procedures
  • Answers inquiries over the telephone and via email concerning vital records
  • Receives correspondence, determines appropriate action, and composes replies

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.  

What You'll Need for Success:

This person must have the following requirements to be considered for employment: 

  • Communicate effectively both verbally and in writing to exchange general information and follow written or verbal instructions
  • Considerable knowledge of clerical procedures involved in gathering accurate information
  • Basic knowledge of English grammar, punctuation and spelling
  • General knowledge of Vital Records mission and objectives
  • General knowledge of  records management and storage procedures
  • General knowledge of regulations and procedures relating to confidentiality and HIPAA laws.
  • Working knowledge of alphabetical filing rules
  • Ability to operate equipment necessary to departmental functioning
  • Ability to operate a personal computer, microfilm reader, microfilm reader-printer and copier
  • Ability to maintain strict confidentiality and willingness to sign a confidentiality agreement
  • Ability to be tactful in dealing with the public over the telephone
  • Ability to make clerical decisions regarding appropriate procedures within specific program areas
  • Ability to read departmental documents

Supervisory Responsibilities/Direct Reports:

This role provides direct supervision for one or more staff members.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes: 

  • Three (3) medical plan options (including RX coverage) as well as vision and dental plans.
  • Wellness program (offers premium discount for the medical plan and gift cards);
  • Health savings account, which includes bi-weekly state contribution; 
  • Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities;
  • Deferred compensation 457B account (similar to 401k plan) with employer match; 
  • Two (2) fully-funded pension plan options; 
  • A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
    • 150 hours of paid new parent leave; 
    • Up to 15 hours of paid community service leave;
  • Combined 180 hours of paid vacation, personal, and sick leave time off; 
  • 12 paid holidays, 14 on election years; 
  • Education Reimbursement Program;
  • Group life insurance; 
  • Referral Bonus program;
  • Employee assistance program that allows for covered behavioral health visits; 
  • Qualified employer for the Public Service Loan Forgiveness Program; 
  • Free Parking for most positions;
  • Free LinkedIn Learning access;


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

Current Employee? Click here to apply.

Nearest Major Market: Indianapolis