Under the direction of the Operations Office Chief, this position will manage and coordinate enforcement and legal actions in the Bureau of Vital Records, assisting in investigations, drafting legal notices, researching state statutes, processing and assisting with technical system issues and other office activities as needed.
Responsibilities include but are not limited to:
-Performing fraud investigations and legal/enforcement activities, such as reviewing, drafting, vetting, finalizing, and tracking legal related documents, such as application denials, legal notices of intent to revoke, and search warrants.
- Preparing for administrative hearings and informal settlement conferences, as necessary.
-Assisting in reviewing deficiency notices to determine if application processors have made an appropriate determination regarding an application.
-Daily tracking of applications and ensures licensing time-frames are not exceeded and provides ongoing status review of legal notices and participates in enforcement discussions as necessary.
-Handling a large volume of highly complex technical and difficult applicant phone calls, emails and programmatic questions.
-Providing daily communication with county partners to troubleshoot issues they encounter with the issuance of records, issue records for the counties, assist with the processing of amendments, be a key member to the county support project, and will be able to permanently seal birth and death records.
-Working with the Office Chief to draft programmatic letters and assist in maintaining the program's Standard Operating Procedures and Policies.
-Ensuring that policies, procedures and desk manuals are established and updated as necessary ensuring the program operates in compliance with governing statutes and rules.
-Implementing continuous quality improvement through review of standard work for the Bureau and trains other staff and will be pivotal in testing the current system and working with IT to resolve issues related to system performance.
-Maintaining and sharing information and data of a very confidential nature.
-Providing direct services to Bureau of Vital Records (BVR) customers such as customer service functions, records management, security and fraud investigations.
-Supporting the Vital Records team and maintaining a knowledge of associated Statutes and Regulations.
- Other duties as assigned and relevant to the position.
- Perform legal / enforcement related activities such as researching, drafting, vetting, finalizing and tracking legal related documents such as Notices of Revocations, customer notification letters, search warrants, subpoenas. Prepare for administrative hearings and informal settlement conferences as necessary.
- Daily handling of a large volume of complex and difficult Medical Marijuana applicant customer service including; phone calls, emails.
- Daily tracking of all outgoing deficiencies and ensuring licensing time-frames are not exceeded. Daily outreach to ensure applications are complete and in compliance.
- Records management including but not limited to; updating / maintaining program policies and procedures and desk manuals.
- General office procedures and practices.
- Knowledge and understanding and/or ability to learn the Arizona Medical Marijuana Act and related administrative code.
- Knowledge of or ability to learn Vital Records Statutes and Regulations.
- Public health principles including an understanding of strategies that encourage and promote compliance when working with stakeholders.
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
- Customer Service techniques - Use of office equipment and computer systems.
- Interpersonal relationships in relation to working with other staff, managers, contractors, and staff from other departments and agencies.
- Database and systems development.
- Establishing priorities and organization
- Critical thinking and problem solving techniques.
- Excellent oral and written communication skills.
- Learn and maintain a full understanding of all Arizona Medical Marijuana Rules and Statutes.
- Perform assigned tasks in a timely, responsive and accurate manner. - Multi-task
- Communicate information both orally and in writing.
- Communicate based on an individual's level of understanding.
- Make independent decision and exercise sound judgment in making decisions with regards to compliance and enforcement based on professional education, programmatic experience and training.
- Must be able to establish and maintain good working relationships.
- Critically review policy and procedure documents, statutes, and administrative rules.
- 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.
The ideal candidate will have experience in conducting investigations and/or legal background.
Preference will be given to applicants who possess a Bachelor's degree or related education in public health or similar degree that fits the job description. One year professional work experience with general public health principles including epidemiology, environmental health, health consultation, risk communication, and information technology.
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).
Must possess a valid level one fingerprint clearance card issues pursuant to A.R.S. §36-113.
The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− 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
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 make a contribution 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.
ARIZONA MANAGEMENT SYSTEM (AMS)
All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress. Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.
State employees are highly engaged, collaborative and embrace a culture of public service.
Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.