Administration Director

5 months ago


Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
Serves as Administration Unit Director/Vital Statistics Deputy Director, reporting to the State Registrar/Vital Statistics Section (VSS) Director.

The Deputy Director supports the State Registrar and VSS by performing advanced managerial work and providing direction and guidance in vital statistics operations and strategic planning. Provides direction and oversight to, and supervises the work of, the VSS Administration Unit, which coordinates all communications, activities, and projects with HHS HR, Legal, IT, Contracts, Finance, and Texas Facilities Commission, to ensure VSS personnel have a safe and secure workplace; vital records are housed in secure conditions; and that buildings, supplies, and IT equipment are properly maintained to support vital events registration, issuance, and preservation activities.

Work involves developing strategic plans, goals, and objectives; policies, procedures, and guidelines; plans, evaluations, and measurement tools to coordinate activities, track progress, and identify need for changes. Responsible for coordinating responses to escalated inquiries through the Governor's Office, DSHS Government Affairs, HHS Office of the Ombudsman, HHS Office of Inspector General, and law enforcement agencies.
Essential Job Functions:
(40%) Directs Administration Unit within Vital Statistics Section, which consists of Staff Services Officers, Financial Analyst and Billings Coordinator, and Program Specialists in Security and Constituent Services, whose work is focused on staffing, facilities, supplies, contracts and financial management. Develops policies, procedures, and guidelines, and monitors compliance. Directs program activities, establishes goals and objectives, develops and implements program evaluations, and develops and reviews budgets in consultation with the State Registrar and partners in DSHS, HHS, and Texas Facilities Commission. Serves as point of contact to, and reviews results of, external audits, investigations, and inspections to provide direction and guidance. Ensures administrative issues and concerns with staffing, facilities, supplies, and IT equipment are addressed timely or proactively prevented, such that the statewide system of vital events registration, issuance, and preservation is not disrupted by administrative deficiencies.

(35%) Develops procedures and guidelines, and implements and monitors compliance for responding to escalated constituent inquiries on vital statistics services. Liaises with DSHS Government Affairs, HHS Office of the Ombudsman, HHS Office of Inspector General, and law enforcement agencies. Escalates issues for State Registrar review.

(10%) Develops plans, priorities, schedules, and strategies for the State Registrar to strengthen supply chain management and shipping and receiving operations, which are required for timely issuance of correct certified copies of vital records (e.g. security paper, printers, envelopes, shipping labels, mail pick up and delivery). Oversees implementation of approved plans with partners in DSHS, HHS, and Texas Facilities Commission.

(10%) Manages and develops staff through review of performance data, consultation, training, and performance appraisal. Responsible for hiring and selection, assigning work, evaluating performance, recommending personnel disciplinary actions, and scheduling and approving leave.

(5%) Performs related work as assigned. Other duties as assigned include, but are not limited to, actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Performs duties in absence of the State Registrar as needed.

Knowledge Skills Abilities:
Knowledge of local, state, and federal laws and regulations relevant to vital statistics.
Knowledge of Legislative Cycles and Fiscal Planning
Knowledge of Public Policy Development and Rulemaking
Knowledge of state legislative processes, state agency rule making process and public accountability systems.
Knowledge of strategic planning, budget management, Human Resources management and project management

Skill in establishing plans and setting objectives and goals that support vital statistics.
Skill in managing multiple and competing priorities.
Skill in problem-solving, conflict resolution, and negotiation.
Skill in working collaboratively and cooperatively with colleagues.
Skill in writing analyses, documentation, proposals, plans, policies, procedures, standards, or reports.

Ability to direct and organize program activities and/or business functions
Ability to interpret and apply relevant state and federal laws and regulations.
Ability to establish goals and objectives that support program and agency strategic plans.
Ability to identify problems, evaluate alternatives, and implement effective solutions
Ability to develop and evaluate policies and procedures.
Ability to work independently and deliver results in an environment of broad, consultative management.
Ability to supervise the work of others.
Ability to plan, organize, schedule, assign, and monitor completion of assigned projects.
Ability to present information to a variety of audiences, verbally and in writing, and to communicate clearly, concisely, and effectively.
Ability to adapt to change or modify behavior in response to changes in situations or priorities.



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