Vital Records Site Supervisor (Program Coordinator I)-61006832
About The Position
Under general supervision, function as the On-Site Customer Service Supervisor in assisting on-site customers for vital records services in the Division of Vital Records. This role performs related customer service activities including acceptability of information, entitlement of requested documents, receipt and accountability of fees, and issuance of documents. It also involves the initiation of amendments such as affidavits of correction, paternity acknowledgments, legitimations, court orders, and establishing delayed birth certificates. The position requires monitoring performance and supervising a regional office of Vital Records staff, including approving working time, leave, Qflow functions, staffing/supplies, carrying out disciplinary action, verifying cash drawers, and holding regular staff meetings to train employees on new and current vital records procedures. The supervisor will assist and advise staff in completing requests, including reviewing amendments for completeness and accuracy before they are sent to Columbia. Additionally, the role involves assisting the Regional Coordinator in gathering data for performance goals and attending monthly coordination meetings. The supervisor will also assist customers in completing applications for certified copies of vital events, monitor funeral home requests, and perform other assigned duties.
Requirements
- A high school diploma and relevant program experience.
- Six (6) years of responsible clerical experience in an office setting.
- Two (2) years of cashiering, banking, or accounting experience.
- Three (3) years of experience with confidential records.
- Ability to type at a corrected rate of 45 wpm.
- Any equivalent combination of education and/or experience that demonstrates the required knowledge, skills, and abilities may be considered.
Nice To Haves
- Previous supervisory experience or vital records experience.
- Three (3) years previous Vital Records experience and/or supervisory experience.
- Bachelor's degree.
- Three (3) years responsible clerical experience.
- Bilingual in Spanish.
Responsibilities
- Function as the On-Site Customer Service Supervisor for vital records services.
- Assist on-site customers with vital records services.
- Ensure acceptability of information and entitlement of requested documents.
- Handle receipt and accountability of fees and issuance of documents.
- Initiate amendments including affidavits of correction, paternity acknowledgments, legitimations, court orders, and establishing delayed birth certificates.
- Monitor performance and supervise regional office staff.
- Approve working time and leave for staff.
- Manage Qflow functions and staffing/supplies for the regional office.
- Carry out disciplinary actions.
- Verify cash drawers.
- Hold regular staff meetings to train employees on vital records procedures.
- Assist and advise staff in completing requests, including reviewing documents for corrections and discrepancies.
- Review amendments for completeness and accuracy before submission.
- Assist the Regional Coordinator in gathering data for performance goals.
- Attend monthly coordination meetings with the Regional Coordinator.
- Assist customers in completing applications for certified copies of vital events.
- Monitor funeral home requests to ensure timely processing.
- Perform other duties as assigned.
Benefits
- 15 days Annual (Vacation) Leave per year
- 15 days Sick Leave per year
- 13 Paid Holidays
- Paid Parental Leave
- Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children.
- S.C. Deferred Compensation Program available
- Retirement benefit choices (State Retirement Plan (SCRS) or State Optional Retirement Program (State ORP))
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
