DEPT OF HEALTH SERVICES

Address:  150 N. 18th Avenue
Phoenix, AZ 85007

Salary: $61,798.25 

Grade: 21

Directly related to the Department's mission, the incumbent will be responsible for supervising and ensuring the Bureau of Vital Records’ (BVR) Vault Team staffed with program and projects specialists provide timely and accurate daily deposits, close-outs of vital records in the electronic system, mail processing (review, count, sort, and distribution of office mail), and responses to inquiries received on the Vault cell phone. This position supervises the Vault Operations Team that serves BVR internal and external customers.

This position will assist the Policy Manager/Community Partner Liaison with drafting policies and interpreting statutes, rules, or policies as necessary and shall be responsible for ensuring the office website is updated with the most current information according to policy changes, etc. This position will coordinate with internal and external stakeholders, such as the ADHS Cash Team, ALS Finance, Iron Mountain, Library and Archives, and the GAO.

The incumbent will be responsible for:
-Training staff and shall ensure all staff is cross-trained to support business continuity.
-Providing primary and backup coverage for all functions of the Vault Operations Team.
-Ensuring the Vault Team operates in compliance with governing statutes, rules, and policies.
-Ensuring that policies, desk procedures, forms, and other tools required to successfully perform the job duties are established and updated as necessary.
-Adhering to all security policies and procedures and shall ensure the Vault Cage is secure at all times, adequate stock of security paper is maintained, all security paper is tracked (non-issued, issued, and voided), security paper is restocked in printers and is properly documented on logs designated to track and report usage.
-Providing direction and oversight of the imaging of sealed and non-sealed vital records and troubleshooting any issues that arise with the scanning equipment and the electronic scanning application.
-Managing the office records retention which includes: identification of boxes that have reached the designated records retention milestone, review contents to verify the contents can be destroyed, coordinate destruction of boxes, and ensure all boxes are accurately documented (new or destroyed) in the records retention tracking system and have been labeled appropriately according to written guidelines.
-Managing the office inventory and tracking office equipment (pc's, laptops, etc.) and coordinating with managers, etc. as required and maintaining adequate documentation.
-Ensure BVR remains in compliance.

Manages and directs staff performing the activities of the Vault Operations.
Develop and maintain desk procedures; assist with developing and maintenance of policies, and forms, etc.
Manage and revise content on the office website.
Managing operational duties for processing i.e. tracking non-issued, issued and voided security paper.
Other duties as assigned as related to the position.

Knowledge of:
-Supervision and management principles and techniques; governing statutes, rules, policies, and procedures.
-Principles of data quality and customer service techniques, including complex problem-solving.
-Various GAO accounting procedures.
-Performance Management (PM), Continuous Quality Improvement (CQI), and Lean methodologies.

Skill in:
-Leadership and interpersonal relationships in relation to working with other staff, managers, contractors, and staff from other departments and agencies.
-Establish priorities, critical thinking, and problem-solving techniques.
-Excellent oral and written communication skills, and organizational skills in achieving assigned objectives.
-Use of office equipment and computer systems, operation of new computer systems and processing equipment.

Ability to:
-Communicate, collaborate, and provide consultation to staff as well as internal and external customers.
-Efficiently manage staff.
-Complete assigned tasks and projects.
-Analyze complex situations and determine appropriate solutions.
-Critical thinking to enhance problem-solving.
-Plan, assign, and coordinate the flow of work within the section or team.
-Ability to work in a fast-paced, high-volume office setting.
-Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Bachelor's degree in health related field and three years of professional experience related to health programs appropriate to the assignment, which included program planning or administration; a Master's degree in field appropriate to the assignment may substitute for one year of the required experience.

Driver's License.
Must possess a valid level one fingerprint clearance card issues pursuant to A.R.S. §36-113.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by emailing Tammy.Kaczmarek@azdhs.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.