VAULT MANAGER - BUREAU OF VITAL RECORDS
Job description
A Career in Public Service Awaits You, Come Join our Bureau of Vital Records!
Your Talent, Our Mission: To promote, protect, and improve the health and wellness of individuals and communities in Arizona.
Why work for ADHS? A great benefit of working for the State of Arizona is a fantastic work/life balance. State employees enjoy challenging work, popular remote work options, comprehensive health and wellness benefits, and career growth opportunities.
What You'll Do:
Directly related to the Department's mission, the incumbent will be responsible for managing and supervising the Bureau of Vital Records (BVR) Vault Team staffed with program and projects specialists to ensure the following job duties are completed in an accurate and timely manner: no record searches, daily deposits, birth-death matching, closeout of electronic applications, tracking security paper, mail processing (review, count, sort and distribution of office mail), research, resolve and respond to inquiries concerning electronic and imaged vital records.
This position will assist the Policy Manager and Community Partner Liaison with the following job duties to support the program: preparing monthly reconciliation reports for the Loomis/change fund and the Bank of America deposits, tracking and reporting metrics, training internal staff, drafting and revising desk procedures, policies, forms, 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, etc.
Coordinates and prepares a monthly schedule to ensure adequate coverage of job duties. This position will coordinate with internal and external stakeholders, such as the ADHS Cash Team, 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 containing security paper is locked 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.
- Other duties as assigned.
- 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 contents on office website.
- Managing operational duties for processing i.e. tracking non-issued, issued and voided security paper.
- 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), and 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, organizational skills in achieving assigned objectives.
- Use of office equipment and computer systems, operation new computer systems and processing equipment.
- Efficient Microsoft Office and Google Suite
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 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.
- Employees who drive on state business require possession of and the ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license checks, must maintain acceptable driving records, and must complete any driver training (See Arizona Administrative Code R2-10-207.11).
- (PLS Fingerprint cards) Must possess a valid level one fingerprint clearance card issued pursuant to A.R.S.41-1758.07 or must apply for a level one fingerprint clearance card within seven working days after beginning employment. You will be required to pay an $8.25 fee for fingerprint screening. If hired, you will be able to request reimbursement of the $8.25.
- Affordable medical and dental insurance plans
- Paid vacation and sick time
- 10 paid holidays per year
- Wellness program and plans: Health Impact Program (HIP) where you can earn up to $200 annually by participating in our award-winning program of free preventative health screenings (mini-health, mammography, prostate), immunizations, lifestyle/mindfulness classes and physical activities) and Employee Assistance Program (EAP) Counseling sessions - 12 free per year per issue for each employee and each covered dependent. Available 24/7 for support, resources and information on work/life solutions, dependent/elder care, college planning, wills, legal guidance, financial resources, funeral planning and more)
- 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
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.
Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 542-1085. 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.
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