DEPT OF HEALTH SERVICES

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

Salary: $21.15 Per Hour 

Grade: 19

Under the general direction of the Vault Manager, this position is responsible for scanning sealed and non-sealed records; conducting quality assurance reviews of scanned records; performing birth-death matching and vital records updates; preparing and reviewing detailed usage reports; completing security paper closeout procedures; coordinating records retention activities; processing daily deposits; and performing end-of-day reconciliation of payment files. The incumbent is responsible for complying with all applicable statutes, rules, regulations, policies, and procedures.

Responsibilities include:
• Preparation and quality review of detailed usage reports for printed security paper. Scan non-sealed and sealed records into the EBRS Image Management Module (IMM).
• Assist with the review, research, and analysis of information contained in CDC National Center for Health Statistics (NCHS) data feedback reports by using electronic vital records systems to identify, verify, and resolve data discrepancies. Coordinate with data providers to verify, validate, and correct submitted data, ensuring accuracy, completeness, and compliance with established reporting requirements.
• Perform shared operational and administrative functions, including birth-death matching, updating vital records, no record searches, processing Social Security file uploads and downloads, conducting administrative audits, reconciling and closing out security paper, preparing daily fund deposits and end-of-day financial reconciliations, and proofreading policies, procedures, and other written materials for accuracy and consistency.
• Develop, revise, and maintain desk procedures, program forms, and website content. Design and manage Excel tracking tools to monitor administrative functions, including vital records updates and NCHS reporting activities. Perform quality assurance reviews of scanned sealed records to ensure compliance with established standards. Review and proofread policies, procedures, and forms for accuracy, consistency, and clarity, and maintain electronic policy, procedure, and forms indexes to support efficient document management and retrieval.
• Provide accurate and consistent program guidance through the interpretation and application of statutes, regulations, policies, and procedures related to the Vital Records Program. Coordinate records retention activities to ensure compliance with records management requirements. Perform Social Security file uploads and downloads to support data reporting and reconciliation activities. Deliver customer service and program support by responding to inquiries from the public, internal staff, and Bureau of Vital Records (BVR) partners regarding vital records services, procedures, and requirements. Other duties as assigned as related to the position.
• Other duties as assigned as related to the position.

Knowledge of:
• Collection of data and data quality.
• Principles of good customer service techniques.
• Use of office equipment and computer systems.
• General office procedures and practices.
• Public health principles including an understanding of strategies that encourage and promote compliance when working with stakeholders.
• Laws, regulations, and trends in government issuance and eligibility.
• Program planning, evaluation, and monitoring.
• Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skilled in:
• Interpersonal skills are needed in order for the employee to interact with other staff, managers, partners and stakeholders.
• Establishing priorities.
• Critical thinking and problem-solving techniques.
• Excellent oral and written communication skills.
• Effective listening.
• Analyzing and researching information.
• Review and evaluate process activities analytically and provide suggestions for improvement.

Ability to:
• Perform assigned tasks in a timely, responsive and accurate manner.
• Work in fast-paced high volume office setting.
• Communicate information both orally and in writing in a clear, concise manner.
• Interpret information.
• Maintain good working relationships.
• Critically review policy and procedure documents, desk procedures, statutes and 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.

High school diploma or equivalent and two years’ experience in related field. Preference given to candidates with vital records knowledge and application.

• Must possess a valid 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 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 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 steven.santiago@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.