Vital Records Program Manager (WMS 2) DOH9015

State of Washington • Thurston County – Tumwater, WA

6d • Hybrid

About The Position

The Vital Records Program Manager leads Washington State’s statewide vital records operations, overseeing the registration, amendment, preservation, and issuance of certified birth, death, fetal death, abortion, marriage, and divorce records. The position manages three service areas and approximately 30 staff through their supervisors, ensuring records are accurate, secure, timely, and compliant with state law and policy. The manager sets program strategy, interprets legislation, establishes statewide policy, and makes complex decisions involving record access, corrections, and potential fraud. The role also guides technology and process improvements, including for the Washington Health and Life Events System (WHALES), and partners with local health jurisdictions and state and federal agencies to promote consistent statewide practices while balancing public access, legal requirements, and information security.

The position is based in Tumwater, Washington, and uses a hybrid arrangement, with scheduled onsite work approximately two to three days per week. The role typically works 40 hours per week, with additional hours sometimes required for projects, deadlines, business needs, or the annual legislative session. Alternative or flexible schedules may be considered with supervisory approval. Occasional travel within and outside Washington, including overnight travel, is required. Work is primarily in an open-cubicle office and involves repetitive computer work, frequent customer interactions, and exposure to ordinary office hazards and paper-record-related materials. Work may also occur in stressful emergency-response conditions, and the position may participate in public health emergency preparedness and response activities.

The position is part of the Washington Management Service and reports directly to a supervisor whose title is not specified. The ideal candidate brings sound judgment, strategic thinking, and a practical approach to complex operations; leads through supervisors; builds partnerships; and balances consistent, equitable service with confidentiality and legal access requirements. The role offers the opportunity to shape statewide policy and essential services, protect the integrity of vital records, and support reliable data used in public health decisions.

Requirements

• Meet one of the following qualification pathways: eight years of progressively responsible experience managing, administering, or providing senior-level support to complex programs or operations involving regulatory requirements, compliance, public services, records administration, or similarly complex functions; or a bachelor’s degree or higher in public administration, business administration, public health, health administration, law, social sciences, or a closely related field and four years of such experience.
• Experience managing or administering complex programs or operations, including establishing program goals, priorities, standards, and service-delivery practices.
• Experience supervising teams or staff, including providing guidance, coaching, onboarding, or coordinating workloads.
• Experience interpreting and applying laws, regulations, and policies to complex or non-routine program and operational issues.
• Experience developing and implementing operational policies, procedures, or process improvements supporting effective and compliant program or service delivery.
• Experience working with complex administrative or information systems and supporting processes that ensure accurate, secure, and compliant information processing.
• Experience analyzing complex program, policy, operational, or compliance issues, identifying risks and impacts, and developing recommendations for senior leadership.
• Experience collaborating with IT teams, system users, vendors, or technical staff to assess business needs and support system development, implementation, or enhancement.
• Experience building and maintaining partnerships with organizations, agencies, or community partners to support program coordination and service delivery.
• Ability to travel occasionally within and outside Washington, including overnight travel; when driving for state business, be legally authorized to operate a state or privately owned vehicle or arrange alternate transportation.
• Complete an online application and submit a cover letter, resume, and three professional references, at least one of whom must be a current or recent supervisor.

Nice To Haves

• Experience managing or implementing quality improvement initiatives to improve program operations, efficiency, or service delivery.
• Experience working in a vital records program or administering vital records services, including registration, amendment, certification, or management of vital records.
• Experience administering statewide, regional, or similarly large-scale government, public health, regulatory, records, licensing, or public service programs.
• Experience developing and monitoring program budgets, including developing budget proposals or recommending resource needs and allocation.
• Experience managing contracts or vendor agreements, monitoring deliverables, requirements, and performance, and addressing issues.
• Experience managing supervisors or staff in a represented or unionized work environment.
• Knowledge of laws, regulations, policies, or standards governing vital records, public records, confidential information, identity records, or similar legally protected information.
• Master’s degree in public administration, business administration, public health, or a related field.

Responsibilities

• Lead statewide vital records operations, including registration, amendments, preservation, and certification services, ensuring accurate, timely, and legally compliant records.
• Direct program strategy, priorities, performance measures, and continuous improvement initiatives.
• Develop and implement statewide policies and standards for consistent vital records practices across the Department of Health and Washington’s 39 local health jurisdictions.
• Manage three service areas through their supervisors, setting performance expectations, allocating resources, and addressing workforce and operational needs.
• Interpret laws, regulations, and legislation to guide policy decisions, assess operational impacts, and recommend improvements to vital records administration.
• Oversee vital records technology and system improvements, working with technology teams and vendors to maintain and enhance systems supporting statewide operations.
• Protect the security and integrity of vital records by establishing safeguards, conducting security reviews, addressing suspected fraud, and coordinating with law enforcement when needed.
• Resolve complex and sensitive customer issues, appeals, and legal-risk matters.
• Manage contracts, interagency agreements, and program resources.
• Build partnerships with local health jurisdictions and state and federal agencies to support consistent practices and service delivery.

Benefits

• Comprehensive employee benefits package supporting health, financial well-being, and work-life balance; specific benefit offerings are not enumerated in the posting.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager