Vital Records Regional Coordinator - 61008301 (Horry County)

State of South Carolina•Horry County, SC

3d•Hybrid

About The Position

Under general supervision, function as the Regional Coordinator for vital records in the Division of Vital Records. This role is responsible for evaluating and modifying regional policies and procedures to improve the efficiency and quality of requesting certified copies of vital events and other office functions. The position involves monitoring performance and supervising all Vital Records supervisors and staff within the assigned region, including managing time off, conducting performance evaluations, overseeing office service and wait times, carrying out disciplinary actions, reviewing entitlement documents, holding staff meetings, and training employees. The coordinator will also assist and advise staff in completing requests, reviewing amendments for accuracy, unsealing records, and ensuring files adhere to retention schedules. Data gathering and analysis for office efficiency and performance measures are key aspects of this role. The position requires attending monthly coordination meetings with Central Office and relaying information to staff. Additionally, the coordinator will assist customers with applications for certified copies of vital events according to established policies and procedures, and perform other duties as assigned.

Requirements

A bachelor's degree and relevant program experience.
Five (5) years of responsible clerical experience in an office setting.
Two (2) years of cashiering, banking, or accounting experience.
Three (3) years of experience handling confidential records.
Three (3) years of supervisory experience.
Ability to type at a corrected rate of 45 wpm.

Nice To Haves

Bachelor's or associate degree.
Three (3) years vital records experience.
Five (5) years of supervisory experience.
Bilingual in Spanish.

Responsibilities

Evaluate and modify regional policies and procedures to improve efficiency and quality of vital records requests and other office functions.
Monitor performance and supervise Vital Records supervisors and staff within the assigned region.
Approve working time and leave for staff.
Set up and carry out employee performance evaluations.
Monitor office service times and wait times.
Carry out disciplinary action according to agency policy.
Review entitlement documents.
Hold regular staff meetings.
Train new and current employees.
Assist and advise staff in the completion of requests, including document acceptability for corrections, clarifying discrepancies, and reviewing amendments.
Ensure files follow retention schedules.
Gather and maintain data on spreadsheets and from other Vital Records applications to develop and improve office efficiency and performance measures.
Attend monthly coordination meetings with Central Office and relay information back to staff.
Assist customers in the completion of applications for certified copies of vital events.
Perform other duties as assigned.