Program Project Specialist 1 - Vital Records

Arizona Department of Administration • Phoenix, AZ

48d • Hybrid

About The Position

The Program Project Specialist 1 is a Statewide Vital Records Coordinator in the Department of Child Safety’s Legal Services – Vital Records/Locate unit. Under the general direction of the DCS Locate and Vital Records Manager, the position reviews, researches, and processes requests for birth certificates, death certificates, and Social Security documentation for DCS Specialists. Its purpose is to help ensure Arizona children can be placed with family members, relatives, or other responsible parties to support safety, stability, and permanency.

The role analyzes highly confidential information and uses databases, software applications, and other resources to obtain vital records from local, national, and international entities. It works with DCS Specialists and agencies including the Department of Health Services, Social Security Administration, other state entities, the U.S. Department of State, and international consulates and embassies. The position also prepares documentation, supports projects to improve vital-record request processes, and develops and delivers training to DCS field staff. It requires on-site work at least three days per week and may involve occasional in-state travel for training.

Requirements

• Preference is given to candidates with two years of work experience analyzing vital-record information, including legal documents, composing complex communications, and preparing legal documents.
• Computer proficiency.
• Detail orientation and good organization and time-management skills.
• Obtain and maintain clearance of the DCS Central Registry.
• Obtain and maintain an Arizona Fingerprint Clearance Card.
• Hold a valid Arizona driver’s license; driving or use of a vehicle is an essential job function for conducting State business.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• Knowledge of software applications and databases; dependency, severance, guardianship, and adoption court proceedings; relevant department rules, policies, procedures, and resources; techniques for eliciting confidential information; and the roles and jurisdictions of relevant city, county, state, tribal, federal, and international entities.
• Skills in obtaining vital-record documentation nationally and internationally; analyzing court orders, judgments, and data; using computer applications; communicating with people and entities from diverse backgrounds; preparing legal documents and other written communications; handling confidential information; managing time; and organizing work and workflow.
• Ability to find, collect, preserve, and evaluate information; manage difficult or argumentative parties; collaborate while working independently within guidelines; interact successfully with courts and government entities; maintain confidentiality and accurately document findings; communicate effectively; prioritize tasks; perform detailed work accurately; maintain a professional demeanor; manage time and resources; follow through; and work effectively with colleagues and management.

Nice To Haves

• Experience with Field Operations is a plus.

Responsibilities

• Document and record vital-record information and perform related administrative functions, including administrative support and mail distribution.
• Gather information and records for no-records packets and letters, including contacting birth families, DCS Specialists, and other people.
• Review department reports to identify youth without a Social Security number or card and process requests when necessary.
• Review, analyze, and coordinate confidential information to obtain vital records from local, national, and international entities using databases and software applications.
• Work with DCS Specialists and government agencies, consulates, and embassies to obtain documentation for investigations, placement of children in DCS custody, and adoption.
• Independently and collaboratively obtain relevant information to identify case-related people, analyze available data, and determine appropriate actions.
• Prepare clear, concise, grammatically correct vital documentation relevant to a child’s status.
• Assist with projects to improve vital-record request processes and ensure youth and DCS Specialists receive birth certificates when required.
• Develop, conduct, and present training to DCS field staff on vital-record processes and procedures; travel in-state occasionally as needed for training.
• Provide efficient and courteous assistance to DCS Specialists and relevant government agencies and international entities.
• Perform other duties related to the position as assigned.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans.
• Top-ranked retirement and long-term disability plans.
• 10 paid holidays per year.
• Vacation accrual of 4 hours bi-weekly for the first 3 years.
• Sick-time accrual of 3 hours and 42 minutes bi-weekly.
• Deferred compensation plan.
• Wellness plans.
• Paid Parental Leave program.
• Participation in the Arizona State Retirement System; enrollment eligibility becomes effective after 27 weeks of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed