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Vital Records Manager

3 months ago

Tacoma, United States Tacoma Pierce Country Health Department Full time

We are hiring a Vital Records Manager to effectively lead the Vital Records program at the Tacoma-Pierce County Health Department, administering policies and procedures to register and issue birth and death certificates in Pierce County and Washington state. This role supervises and leads all aspects of the Vital Records Office and ensures all objectives and goals of the program are met. Work involves managing, hiring, developing, and evaluating a diverse group of staff and performing specialized duties involved in processing and maintaining vital records. This position maintains soundness of technical judgment, adheres to Washington state laws and Department policies, discusses unusual problems or situations with appropriate agencies, and maintains the highest program standards related to issuing and processing birth and death records. This is a Regular, Full-Time (1.0 FTE) position within our Administrative Services Division and reports to the Deputy Director. Some of what you'll do: Apply your extensive knowledge of Washington state Vital Records RCWs and WACs. Interpret and explain established policies, procedures, codes, regulations, and other relevant sources to internal and external customers over the telephone, in writing, and in-person. Mentor, coach, and manage up to 8 staff, includes hiring, training, performance management, investigation and resolution of disciplinary matters. Assign, monitor, and provide training for the work activities of the Vital Records program staff. Enforce state vital statistics law and regulations. Prepare and monitor the Vital Records budget for all salary, benefits, maintenance and operational expenses, capital improvements, etc. Authorize purchases and expenditures for goods and services and reconcile activity within the established budget. Foster positive working relationships with funeral home directors and staff, Pierce County Medical Examiner and staff, Washington State Department of Health (DOH) Center for Health Statistics staff, and other key partners in the processing and issuing of vital records. Attend and participate in relevant training, conferences, seminars, and public hearings. Provide coverage for Vital Records staff as needed to maintain excellent customer service levels. Review, file, and issue certified copies of vital records (e.g., birth, death, and fetal death certificates). Respond to requests for information, documents, and addresses complex questions and concerns. Prepare correspondence to customers and/or clients. Monitor and ensure accurate collection of customer payments for Vital Records transactions. Handle sensitive, confidential and/or potentially volatile situations. Apply de-escalation techniques when working with customers. Evaluate vital records procedures and recommends changes based on efficiency and technology. Ensure quality controls are in place and encourages continuous process improvements. Supervise the registration, amendment, processing, issuance and certification of all births and deaths in Pierce County pursuant to Washington Administrative Codes (WACs), Revised Code of Washington (RCW), local laws, and instruction of the Local and State Registrar. Ensure the accuracy and timely filing of legal documents with the DOH Center for Health Statistics. Administer the Washington Health And Life Event System (WHALES) in the course of vital records business processes. Oversee maintenance of the Vital Records database, file maintenance and retention, and storage of all vital records and related documents. Minimum Qualifications: Bachelor's degree and five years experience in a related health field, business management or public administration, or the equivalent combination of education and experience to perform the essential functions of work. Required Certifications and Licensure Possession of a valid driver's license and an acceptable driver's abstract is required prior to employment. Desired Qualifications: Five years of progressively responsible data collection and records management experience within a vital statistics and vital records program. Two years of experience in a lead or supervisory position. Work Setting: Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in office environments. Requires occasionally working beyond the normally scheduled workweek, modifying existing work schedules or flexing hours. Physical Demands: Sits for up to 8 hours per day and occasionally stands. Extensive close work including use of a PC monitor. This position requires exerting up to 50 pounds of force occasionally, 20 pounds frequently, and 10 pounds consistently, to lift, carry, pull, or move objects. Tools and Equipment: Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.) Travel: Driving a vehicle requiring a license. Some travel is required, and is typically local or regional, to meet with clients, conduct business, or attend or provide training. When public health responds to an emergency you may be assigned duties that are outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department. Click Here for more details on reasonable accommodations, safety, risk management and more. #J-18808-Ljbffr