Program Project Specialist 1 - Vital Records

Arizona Department of Administration•Phoenix, AZ

15h•Hybrid

About The Position

The Arizona Department of Child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support. 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.

Requirements

Knowledge of various software applications and databases
Knowledge of court proceedings as they relate to Dependency, Severance, Guardianship and Adoption cases
Knowledge of Department rules, policy and procedures governing vital records, court procedures and resources
Knowledge of techniques for eliciting highly confidential information relevant to a vital document
Knowledge of 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
Skills in analyzing and interpreting court orders and judgments; reviewing and interpreting court orders
Skills in analyzing data to determine appropriate course of action
Skills in navigating effectively through various computer applications
Skills in communicating effectively with people of diverse backgrounds using both verbal and non-verbal communication, including national and international citizens and entities
Skills in creating legal documents, business letters, emails and other vital documentation
Skills in extracting, inspecting and utilizing highly confidential information in statutes, court decisions, legal documents and vital records
Skills in managing time to achieve successful outcomes
Skills in 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
Ability to manage difficult and argumentative parties who may not want to cooperate
Ability to collaborate with others while working independently within established guidelines and directives
Ability to interact successfully with representatives from Courts, Federal, State, Local, Tribal and International Entities
Ability to 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
Ability to communicate effectively and accurately, both verbal and non-verbal
Ability to prioritize tasks to meet deadlines
Ability to perform detailed work with a high degree of accuracy
Ability to maintain a professional appearance and demeanor at all times
Ability to manage time and resources effectively
Ability to follow through to ensure all relevant information is obtained
Ability to work effectively with team members including administrative staff, peers and management
Must have computer proficiency, be detail oriented and have good organization and time management skills.

Nice To Haves

Experience with Field Operations is a plus.
Preference given to individuals with two years work experience analyzing vital record information including legal documents, composing complex communications and preparing legal documents.

Responsibilities

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.
Assists 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.
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.