Vital Records Manager

5 days ago

Tacoma, Washington, United States Tacoma Pierce Country Health Department Full time
Job Summary

We are seeking a highly skilled and experienced Vital Records Manager to lead our Vital Records program at the Tacoma-Pierce County Health Department. As a key member of our team, you will be responsible for administering policies and procedures to register and issue birth and death certificates in Pierce County and Washington state.

Key Responsibilities
  • Supervise and lead all aspects of the Vital Records Office, ensuring all objectives and goals of the program are met.
  • Manage, hire, develop, and evaluate a diverse group of staff, providing guidance and support to ensure their success.
  • Apply extensive knowledge of Washington state Vital Records RCWs and WACs, interpreting and explaining established policies, procedures, codes, regulations, and other relevant sources to internal and external customers.
  • 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.
Requirements
  • 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.
  • Possession of a valid driver's license and an acceptable driver's abstract is required prior to employment.
Preferred 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.

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