Program Project Specialist 2

Arizona Department of Administration•Phoenix, AZ

2d•$44,000•Onsite

About The Position

Under the general direction of the Vault Manager, this position is responsible for scanning sealed and non-sealed records; conducting quality assurance reviews of scanned records; performing birth-death matching and vital records updates; preparing and reviewing detailed usage reports; completing security paper closeout procedures; coordinating records retention activities; processing daily deposits; and performing end-of-day reconciliation of payment files. The incumbent is responsible for complying with all applicable statutes, rules, regulations, policies, and procedures. The incumbent will also assist with the following duties: -Analyzing reports received from the Centers for Disease Control and Prevention's (CDC) National Center for Health Statistics (NCHS), including following up with data providers to verify, validate, or correct reported data in a timely manner to maintain contract compliance. -Creating and maintaining Excel spreadsheets to track administrative and operational activities. -Proofreading new or revised policies, desk procedures, forms, and other written materials, and routing documents through the approval process. -Updating electronic policy, procedure, and forms indexes. -Revising and maintaining program website content. -Providing accurate program information through the interpretation and application of Arizona Revised Statutes, Arizona Administrative Code provisions, policies, and procedures related to the Vital Records Program. -Completing Social Security file uploads and downloads. -Conducting administrative audits. -Scanning sealed and non-sealed records. -Assisting with special projects and performing other duties as assigned. -Performing entry-level customer service activities in response to requests from the public, internal staff, and Bureau of Vital Records (BVR) partners. -Other duties as assigned.

Requirements

High school diploma or equivalent and two years’ experience in related field.
Driver's License.
Must possess a valid level one fingerprint clearance card issues pursuant to A.R.S. §36-113.
Knowledge of: Collection of data and data quality.
Knowledge of: Principles of good customer service techniques.
Knowledge of: Use of office equipment and computer systems.
Knowledge of: General office procedures and practices.
Knowledge of: Public health principles including an understanding of strategies that encourage and promote compliance when working with stakeholders.
Knowledge of: Laws, regulations, and trends in government issuance and eligibility.
Knowledge of: Program planning, evaluation, and monitoring.
Knowledge of: Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
Skilled in: Interpersonal skills are needed in order for the employee to interact with other staff, managers, partners and stakeholders.
Skilled in: Establishing priorities.
Skilled in: Critical thinking and problem-solving techniques.
Skilled in: Excellent oral and written communication skills.
Skilled in: Effective listening.
Skilled in: Analyzing and researching information.
Skilled in: Review and evaluate process activities analytically and provide suggestions for improvement.
Ability to: Perform assigned tasks in a timely, responsive and accurate manner.
Ability to: Work in fast-paced high volume office setting.
Ability to: Communicate information both orally and in writing in a clear, concise manner.
Ability to: Interpret information.
Ability to: Maintain good working relationships.
Ability to: Critically review policy and procedure documents, desk procedures, statutes and rules.
Ability to: Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Nice To Haves

Preference given to candidates with vital records knowledge and application.

Responsibilities

Preparation and quality review of detailed usage reports for printed security paper. Scan non-sealed and sealed records into the EBRS Image Management Module (IMM).
Assist with the review, research, and analysis of information contained in CDC National Center for Health Statistics (NCHS) data feedback reports by using electronic vital records systems to identify, verify, and resolve data discrepancies. Coordinate with data providers to verify, validate, and correct submitted data, ensuring accuracy, completeness, and compliance with established reporting requirements.
Perform shared operational and administrative functions, including birth-death matching, updating vital records, no record searches, processing Social Security file uploads and downloads, conducting administrative audits, reconciling and closing out security paper, preparing daily fund deposits and end-of-day financial reconciliations, and proofreading policies, procedures, and other written materials for accuracy and consistency.
Develop, revise, and maintain desk procedures, program forms, and website content. Design and manage Excel tracking tools to monitor administrative functions, including vital records updates and NCHS reporting activities. Perform quality assurance reviews of scanned sealed records to ensure compliance with established standards. Review and proofread policies, procedures, and forms for accuracy, consistency, and clarity, and maintain electronic policy, procedure, and forms indexes to support efficient document management and retrieval.
Provide accurate and consistent program guidance through the interpretation and application of statutes, regulations, policies, and procedures related to the Vital Records Program. Coordinate records retention activities to ensure compliance with records management requirements. Perform Social Security file uploads and downloads to support data reporting and reconciliation activities. Deliver customer service and program support by responding to inquiries from the public, internal staff, and Bureau of Vital Records (BVR) partners regarding vital records services, procedures, and requirements. Other duties as assigned as related to the position.
Other duties as assigned as related to the position.

Benefits

Affordable medical and dental insurance plans
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
10 paid holidays per year
Wellness program and plans
Life insurance
Short/long-term disability insurance
Defined retirement plan
Award winning infant at work program
Credit union membership
Transit subsidy
ADHS Student Assistance Pilot Program