Midlands Travel Supervisor (Program Assistant)-61005957

State of South Carolina • Richland County, SC

5d • Hybrid

About The Position

Under supervision performs complex specialized duties for legal registration and certification of birth and death certificates and issues certificates upon request. Is able to perform these duties in several counties. Assists to ensure adequate department coverage through proper scheduling and supervision of staff. When staffing needs are filled assists Vital Records (VR) Coordinator with other administrative duties including filing, typing, stapling, preparation of documents, meeting preparation and participation. Functions as acting site supervisor in the absence of the assigned VR site supervisor in any of the four (4) Midlands VR offices. Duties include: monitoring performance of employees, verifying cash drawers, assisting with funeral home requests and issues, assisting in staff meetings as needed, ensuring adequate staffing and materials, properly implementing monetary and security procedures. Trains and advises staff to ensure VR laws and regulations are correctly and properly implemented. Assists customers in the completion of applications for certified copies of vital events. Following established policies, screens applications for necessary information and entitlement to documents; issues verified copies of vital records; advises when discrepancies are apparent on original documents or when no records is found. Enters data from application into electronic vital records system. Follows established policies regarding security paper and collection and receipting of fees. Reconciles any discrepancies to ensure strict accountability for audit purposes. Assists VR Coordinator in various clerical and administrative functions including preparation and participation in monthly supervisor meetings and other duties as assigned. Attends regional coordinator meetings in Columbia in the absence of the regional coordinator. Reports to VR Coordinator on correct implementation of policies and procedures across regional offices. Following the established policies initiates amendments by affidavits of correction, paternity acknowledgments, legitimations, and court orders. Initiates the establishment of delayed certificates. Other duties as assigned related to the position.

Requirements

• A high school diploma and relevant program experience.
• A bachelor's degree may be substituted for the required program experience.
• A high school diploma and at least six (6) years of face to face customer service experience.
• At least two (2) years cash drawer experience.
• Bachelor's degree may be substituted for clerical experience.
• Ability to type at a corrected rate of 45 wpm or more (onsite test required).
• Any equivalent combination of education and/or experience that demonstrates the required knowledge, skills, and abilities may be considered in meeting the minimum qualifications, subject to approval by the SCDPH Chief Human Resources Officer, or their delegate.

Nice To Haves

• Two (2) years supervisory and/or Vital Records experience.

Responsibilities

• Perform complex specialized duties for legal registration and certification of birth and death certificates.
• Issue certificates upon request.
• Ensure adequate department coverage through proper scheduling and supervision of staff.
• Assist Vital Records (VR) Coordinator with administrative duties when staffing needs are met.
• Function as acting site supervisor in the absence of the assigned VR site supervisor.
• Monitor performance of employees.
• Verify cash drawers.
• Assist with funeral home requests and issues.
• Ensure adequate staffing and materials.
• Implement monetary and security procedures.
• Train and advise staff on VR laws and regulations.
• Assist customers in completing applications for certified copies of vital events.
• Screen applications for necessary information and entitlement to documents.
• Issue verified copies of vital records.
• Advise on discrepancies or when no records are found.
• Enter data from applications into the electronic vital records system.
• Follow policies regarding security paper and collection/receipting of fees.
• Reconcile discrepancies for audit purposes.
• Assist VR Coordinator in clerical and administrative functions.
• Attend regional coordinator meetings in the absence of the regional coordinator.
• Report to VR Coordinator on the correct implementation of policies and procedures.
• Initiate amendments by affidavits of correction, paternity acknowledgments, legitimations, and court orders.
• Initiate the establishment of delayed certificates.

Benefits

• 15 days Annual (Vacation) Leave per year
• 15 days Sick Leave per year
• 13 Paid Holidays
• Paid Parental Leave
• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children.
• S.C. Deferred Compensation Program available
• Retirement benefit choices
• State Retirement Plan (SCRS)
• State Optional Retirement Program (State ORP)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED