Vital Records Program Manager

Navajo County•Holbrook, AZ

3d•Onsite

About The Position

Under general direction, performs specialized supervisory administrative work of considerable difficulty in the administration of vital records and office management; performs related work as assigned. This role involves the direct management and supervision of vital records processes and staff, ensuring accurate and timely processing in accordance with federal and state statutes, laws, and policies, as well as Health District policies and procedures. The position requires ensuring staff correctly determine eligibility for birth and death certificates, approving information entered into the Arizona Office of Vital Records system, and managing personnel functions including recruitment, hiring, mentoring, evaluation, and disciplinary actions. The role also involves approving staff timesheets, managing leave requests, reviewing and approving death certificate applications and data from external sources, and ensuring quality assurance for all vital records processes. Additionally, the position handles public inquiries, collaborates with various external agencies and internal departments, stays current with vital records requirements through training and meetings, evaluates document accuracy to prevent fraud, and maintains secure and confidential records. The manager is responsible for tracking services, adjusting the program as needed, formulating program reports, monitoring and developing the vital records budget, collecting and processing revenues, and managing staff travel. The role may also involve assisting with front desk and office manager duties and coordinating with other program staff. Performs other duties as assigned.

Requirements

Knowledge of office management, to include staff supervision/management, records management, office and vital records practices and procedures.
Ability to complete and carry out these complex and difficult tasks with minimal supervision.
Knowledge of considerable degree regarding federal, state, and county laws, policies and procedures applicable to the administration of vital records and ensures staff are also knowledgeable.
Knowledge of standard office equipment, computer software and spreadsheet applications.
Skill in development of departmental policies and procedures and ability to effectively implement and monitor.
Skill in interpreting and applying laws, statutes and policies to diverse situations and ensuring compliance.
Skill in working with sensitive, complicated and detailed information.
Skill in maintaining accurate, timely and confidential documentation and records.
Skill in effectively communicating verbally and in writing.
Skill of considerable degree in establishing and maintaining effective working relationships with employees, other agencies and the public.
Skill of considerable degree in public relations, to include ability to effectively communicate both verbally and in writing and to de-escalate heightened situations.

Nice To Haves

Bachelor’s degree in Public Health, Health Administration, or related field
Five years of progressively responsible administrative or records management experience
Five years of supervisory experience preferred
Equivalent combination of education, training and experience that demonstrates the ability to perform the complex and supervisory responsibilities of the position
A valid Arizona driver’s license
Must hold or be able to obtain an Arizona Fingerprint Clearance Card to perform this position.

Responsibilities

Direct management and supervision of vital records processes and staff, ensuring accurate and timely processing, in accordance with federal and state statute, law and policies as well as Health District policies and procedures.
Ensures staff are determining who is eligible to receive a birth certificate using state guidelines.
Approves information and data entered by staff into the Arizona Office of Vital Records system after reviewing for accuracy.
Responsible for recruiting, hiring, mentoring, evaluating and disciplinary actions for assigned personnel.
Approves staff time sheets and manages leave requests.
Reviews and approves death certificate applications accurately and timely, in accordance with federal and state statute, law and policies as well as Health District policies and procedures.
Quality assurance in determining who is eligible to receive a death certificate using state guidelines.
Reviews and approves death record data received from off-line funeral homes or hospitals into the state system, in accordance with State statute, law and policies as well as Health District policies and procedures.
Reviews and approves birth record data received from hospitals into the state system, in accordance with state statute, law and policies as well as Health District policies and procedures.
Processes and determines eligibility for Acknowledgements of Paternity, in accordance with state statute, law and policies as well as Health District policies and procedures.
Approves information and data entered by staff into state system after reviewing for accuracy.
Reviews and approves eligibility and corrects birth and death records, in accordance with state statute, law and policies as well as Health District policies and procedures.
Approves corrections entered by staff into state system after reviewing for accuracy.
Responds to public inquiries and correspondence.
Works regularly with funeral homes, physicians, medical examiners, lawyers, state agencies and other county departments.
Attends meetings to stay current with vital records requirements and ensures staff are up-to-date on training related to these matters.
Evaluates accuracy of documents ensuring there is no fraud and that staff are adherent to confidentiality and records management requirements.
Maintains records and documents in a secure and confidential manner in accordance with federal, state and local laws to ensure protection of personal identifying information of customers.
Ensures safety and security of vital records paper, to include keeping accurate tally of paper used and inventory current; reporting paper use and wastage to the state.
Tracks clients, services provided, service delivery reports and performs quality assurance; adjusting the program as needed in accordance with federal and state statutes to improve service and quality.
Formulates program reports for state and department Director, Deputy Director and Finance Manager.
Monitors vital records budget and collaborates with department Finance Manager to develop the program budget.
Collects and processes revenues in the New World system; to include receipting.
Works closely with department Director, Deputy Director and Finance Manager related to financial responsibilities.
Travels to other locations within Navajo County to provide vital record services and manages staff travel.
Assists with front desk duties and office manager responsibilities in the Holbrook office.
Involves coordination with staff and managers of other programs within the department regarding mutual clients and/or issues of concern.
Performs other duties as assigned.