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PROGRAM ADMINISTRATOR SENIOR

  • 502212
  • PHOENIX
  • DEPT OF HEALTH SERVICES
  • Full-time

DEPT OF HEALTH SERVICES

The Arizona Department of Health Services promotes and protects the health of Arizona’s children and adults. Our mission is to promote, protect, and improve the health and wellness of individuals and communities in Arizona. We strive to set the standard for personal and community health through direct care, science, public policy, and leadership. ADHS promotes alternative work schedules, flexible hours. We have positions that can fit any stage in your career, from entry to senior level. We offer a robust benefit package, including the ADHS Student Loan Assistance Program, where eligible employees can receive up to $437.50 per month for their outstanding student loans. Come check us out and see how you can make a difference in the lives of all Arizonans.

PROGRAM ADMINISTRATOR SENIOR

Division of Licensing - Vital Records 

Job Location:

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

Posting Details:

Salary: $63,000 - $65,000 

Grade: 23

Job Summary:

The Office of Vital Records (OVR) is located within the Bureau of Vital Records (BVR). Through subordinate supervisors and staff, this position will oversee the operational statewide system of Vital Records including birth, death and fetal death registration, issuance and preservation. This includes: customer service functions, records management, document and record fraud and security, fraud investigations and enforcement activities. The position also ensures all governing regulations and policies and procedures are followed in accordance with state law. On a regular basis this position works with Department partners and stakeholders such as the Department's legal team, various federal, state and local agencies and law enforcement agencies.

This position is the expert and lead on the issuance of certified copies of Arizona vital events averaging 500,000 certified copies issued statewide annually through customer service sales. This position is the expert and lead of registration, amendments and corrections of Arizona vital events including: delayed birth, delayed death, adoption, foreign born birth, and maintenance of the putative father registry. This position leads the customer service team responsible for processing applications and operating the call center averaging about 5,000 calls per month. When necessary this position will resolve escalated customer complaints including researching constituent services inquiries.

This position may process legal documentation and may serve as a expert Department witness for legal matters resulting from Vital Records registration and issuance cases. On a regular basis this position will work in coordination with the Assistant Attorney Generals Office as well as other attorneys.

The statewide system of Vital Records is dependent on numerous critical electronic technology system solutions to support the collection of data for all vital events from a variety of partners who contribute to the completion of a record. Such systems must be efficient and must enable the program to function in compliance with governing regulations and the national standard for data collection and reporting standards. This position is expected to be a proficient system user assisting in continued maintenance and development of technology system solutions.

The position will be responsible for assisting with other bureau activities as needed. This position is required to perform opening and closing duties which includes working Monday thru Friday 8am to 5pm. The position does not telecommute. The employee will be expected to make independent decisions and judgments based on their professional education, programmatic experience and training.

Job Duties:

- Provide leadership, training, instruction for the statewide system of Vital Records (supervisors, employees, partners and stakeholders); interpret statutes and rules; provide input to policies and procedures for the administration of Vital Records; ensure adequate customer service is provided.
- Oversee operations of the state OVR to ensure compliance with governing regulations; coordinate roles and responsibilities within the office; analyze documents and make decisions pertaining to the registration and issuance of Vital Records; approve procedures ensuring efficiency and clarity; delegate assignments. Ensure accurate daily accounting of fees collected and services provided.
- Manage and direct subordinate staff (work assignments, setting priorities, hiring, discipline, provide training, approving leave requests, and preparing evaluations, etc.)
- Coordinate roles and responsibilities within the office; approve procedures ensuring efficiency and clarity; delegate assignments to managers and assistant managers.
- Professional representation and communication with key partners, stakeholders, office staff, agency administration and legal representation.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
- Public sector program administration with complex and varying requirements.
- Supervision management principles and techniques.
- Statutes, rules, policies and procedures governing Vital Records.
- Customer service techniques including complex problem solving.
-Human Resources policies and procedures
-Current interview methods for hiring staff including behavioral interview techniques
- Thorough knowledge of administrative procedures and remedies.
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:
- Supervisory skills involving hiring, training, motivating and evaluating program staff.
- Proficient in technology and the use of a variety of systems such as web-based registration and issuance systems.
- Presentation skills for a variety of situations including hearing or court testimony and public information venues.
- Critical thinking and excellent written and oral communication are needed.
- Organizational management and task prioritization.
- Develop and evaluate performance measures.

Ability to:
- Necessary abilities include: excellent written, verbal and presentation skills, ability to communicate, collaborate and provide consultation to internal and external customers.
- Efficiently and effectively manage multiple projects.
- Analyze complex situations to determine appropriate short term and long term solutions.
- Critical thinking to enhance problem resolution.
- Plan, assign and coordinate the flow of work within the office.
- 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.

Selective Preference(s):

Bachelor's Degree in Public Health, Administration or a related field with 5 years work progressive operational management experience. Master's Degree is preferred and will substitute for 2 years of work experience. Candidates with background and/or experience in Public Health and Vital Records are preferred.

Pre-Employment Requirements:

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.Driver's License

Benefits:

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

Retirement:

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.

Contact Us:

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.

The State of Arizona is an Equal Employment Opportunity Employer.