Vital Records Manager

Salary : $87,318.40 - $112,465.60 Annually
Location : Tacoma-Pierce County Health Department, WA
Job Type: Regular
Job Number: 24-00036
Division: Administrative Services
Program: Admin - Vital Records
Opening Date: 08/02/2024
Closing Date: Continuous
Job Summary
We are hiring a Vital Records Manager to effectively lead the Vital Records program at the Tacoma-Pierce County Health Department, administering policies and procedures to register and issue birth and death certificates in Pierce County and Washington state. This role supervises and leads all aspects of the Vital Records Office and ensures all objectives and goals of the program are met. Work involves managing, hiring, developing, and evaluating a diverse group of staff and performing specialized duties involved in processing and maintaining vital records.
***** First Review Date 8/18/2024 *****
***** Second Review Date 9/22/2024 *****
This position maintains soundness of technical judgment, adheres to Washington state laws and Department policies, discusses unusual problems or situations with appropriate agencies, and maintains the highest program standards related to issuing and processing birth and death records. This is a Regular, Full-Time (1.0 FTE) position within our Administrative Services Division and reports to the Deputy Director.Some of what you'll do:

• Apply your extensive knowledge of Washington state Vital Records RCWs and WACs. Interpret and explain established policies, procedures, codes, regulations, and other relevant sources to internal and external customers over the telephone, in writing, and in-person.
• Mentor, coach, and manage up to 8 staff, includes hiring, training, performance management, investigation and resolution of disciplinary matters.
• Assign, monitor, and provide training for the work activities of the Vital Records program staff.
• Enforce state vital statistics law and regulations.
• Prepare and monitor the Vital Records budget for all salary, benefits, maintenance and operational expenses, capital improvements, etc.
• Authorize purchases and expenditures for goods and services and reconcile activity within the established budget.
• Foster positive working relationships with funeral home directors and staff, Pierce County Medical Examiner and staff, Washington State Department of Health (DOH) Center for Health Statistics staff, and other key partners in the processing and issuing of vital records.
• Attend and participate in relevant training, conferences, seminars, and public hearings.
• Provide coverage for Vital Records staff as needed to maintain excellent customer service levels.
• Review, file, and issue certified copies of vital records (e.g., birth, death, and fetal death certificates).
• Respond to requests for information, documents, and addresses complex questions and concerns.
• Prepare correspondence to customers and/or clients.
• Monitor and ensure accurate collection of customer payments for Vital Records transactions.
• Handle sensitive, confidential and/or potentially volatile situations.
• Apply de-escalation techniques when working with customers.
• Evaluate vital records procedures and recommends changes based on efficiency and technology.
• Ensure quality controls are in place and encourages continuous process improvements.
• Supervise the registration, amendment, processing, issuance and certification of all births and deaths in Pierce County pursuant to Washington Administrative Codes (WACs), Revised Code of Washington (RCW), local laws, and instruction of the Local and State Registrar.
• Ensure the accuracy and timely filing of legal documents with the DOH Center for Health Statistics.
• Administer the Washington Health And Life Event System (WHALES) in the course of vital records business processes.
• Oversee maintenance of the Vital Records database, file maintenance and retention, and storage of all vital records and related documents.

Click here for a detailed
What you bring to the table

• Understands and Interprets Vital Records Act (RCWs/WACs) including Department of Health and Medical Examiner guidelines.
• Extensive knowledge of Records Management practices and procedures.
• Knowledge of the principles and practices of program or project management and evaluation.
• Knowledge of and skill in providing effective leadership, direction and supervision.
• Knowledge related to a specific program or project may be required which may include the ability to apply understanding of disparate health impacts on race and poverty.
• Skill in analyzing, compiling, and assessing data, e.g., budgets, goals and objectives, grants & contracts, etc.
• Skill in planning, organizing and managing program or project activities to meet established objectives.
• Ability to interpret and apply federal, state and local laws and regulations, and departmental policies and procedures.
• Ability to establish and maintain effective working relationships with a diverse population of clients, community based agencies, and departmental personnel.

Who should apply
Bachelor's degree and five years experience in a related health field, business management or public administration, or the equivalent combination of education and experience to perform the essential functions of work.
Required Certifications and Licensure

• Possession of a valid driver's license and an acceptable driver's abstract is required prior to employment.

Desired

• Five years of progressively responsible data collection and records management experience within a vital statistics and vital records program.
• Two years of experience in a lead or supervisory position.

Working Conditions & Physical Requirements
Work Setting:

• Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in office environments.
• Requires occasionally working beyond the normally scheduled workweek, modifying existing work schedules or flexing hours.

Physical Demands:

• Sits for up to 8 hours per day and occasionally stands.
• Extensive close work including use of a PC monitor.
• This position requires exerting up to 50 pounds of force occasionally, 20 pounds frequently, and 10 pounds consistently, to lift, carry, pull, or move objects.

Tools and Equipment:

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)

Travel:

• Driving a vehicle requiring a license.
• Some travel is required, and is typically local or regional, to meet with clients, conduct business, or attend or provide training.

When public health responds to an emergency you may be assigned duties that are outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.
Click Here for more details on reasonable accommodations, safety, risk management and more.
Benefits
Tacoma-Pierce County Health Department offers an excellent pay and benefits package, combined with the opportunity to provide innovative Public Health services to our community, making this a rewarding place to work!
Salary: Salary ranges are listed on the job announcement and are based on the unique skills, education, and experience for the position. Salary offers are typically made at the starting pay step and are reviewed annually. You will get an annual cost-of-living adjustment that increases the salary range as well as an annual step increase on your anniveristy date. All salary offers are subject to administrative approval.
Medical, Vision, and Dental Insurance: The Department pays a significant portion of these premiums for employees, their spouse or domestic partner, and dependent children, with an FTE of .80 or greater. Employees with an FTE between .50 and .80 pay a pro-rated portion of their premiums. Medical, vision and dental coverage begins the first day of the month following date of hire.*
Life Insurance: The Department provides a term Life Insurance policy equal to the employee's annual salary, up to a maximum of $50,000.* Affordable voluntary, spouse, and dependent life insurance is also available.
Long Term Disability Insurance (LTD): The Department provides a base LTD policy which provides 40% income replacement for participants who are unable to work due to illness or injury for greater than 180 days. Buy-Up LTD is available at group rates and provides 60% income replacement to participants who are unable to work due to illness or injury for greater than 90 days.
Retirement: Eligible employees participate in the Tacoma Employees' Retirement System (TERS). TERS is a defined retirement benefit plan funded by both the employee and the Department. We also have a 457 Deferred Compensation retirement program available which allows individuals to set aside a portion of their income on a tax deferred basis.
Additional Benefits include: Generous paid vacation**, sick, personal, and holiday leave**; Flexible Spending Arrangement (FSA); Employee Assistance Program; On-site Fitness Center; Commute Trip Reduction program; Donated Leave Program; Direct Deposit; Service Awards; Safety Programs / Rewards, and Executive Benefits Plan.
*Temporary Employees (hired for greater than 3 months): The Department provides medical, dental, and vision benefits, $12,000 base life insurance effective the first of the month following 3 months of employment. **Paid vacation, sick leave and holiday leave accrual begin following 6 months of temporary employment.
Living in Tacoma-Pierce County:
Please Note:

• There may be restrictions to the above benefit programs or policies not listed. The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions contained herein may be modified and/or revoked without notice.
• Employee pay is distributed through Direct Deposit. For this reason, employees are required to have an open checking or savings account, at their choice of banking institutions, upon employment.

We are an Equal Opportunity Employer. For assistance, contact our civil rights coordinator Darlene Mendoza, MJR, Office of Human Resources/Risk Management at or (253) 649-1660.
01
This position requires a Bachelor's degree and five years experience in a related health field, business management or public administration, or the equivalent combination of education and experience to perform the essential functions of work. Please indicate how you meet this requirement.

• Master's degree and 3 years of experience
• Bachelor's degree and 5 years of experience
• Associate's degree and 7 years of experience
• Less than an Associate's degree and 9 years of experience
• Less than an Associate's degree and less than 9 years of experience

02
How many years of experience have you had mentoring/coaching, supervising, hiring, training, and managing performance of staff?

• 10 or more years of experience
• 8-9 years of experience
• 6-7 years of experience
• 4-5 years of experience
• 2-3 years of experience
• Less than 2 years of experience
• I do not have this experience

03
Please describe your experience mentoring/coaching, supervising, hiring, training, and managing performance of staff?. If you do not have this experience, please indicate n/a.
04
Do you have experience working in a vital records program?

• Yes
• No

05
Please describe your experience working in a vital records program. If you do not have this experience, please indicate n/a.
06
How many years of program management experience do you have (including staffing responsibility, budgeting, and coordinating program services).

• 10 or more years
• 7-9 years
• 5-6 years
• 3-4 years
• 1-2 years
• Less than 1 year
• I do not have this experience

07
Please describe your program management experience (including staffing responsibility, budgeting, and coordinating program services). If you do not have this experience, please indicate n/a.
08
Do you have experience leading and/or participating in quality improvement methods or approaches to sustain better performance for a project or program?

• Yes
• No

09
Please describe a situation in which you used quality improvement methods or approaches to sustain better performance. What was the purpose and scope of your effort? What quality improvement methods, tools, or approaches did you use? Describe your level of responsibility, the gains achieved, and how the gains were successfully sustained. If you do not have this experience, please indicate n/a.
10
Do you have experience with strategic planning including developing goals, objectives, and performance measures with the input of stakeholders?

• Yes
• No

11
Please describe your experience with strategic planning including developing goals, objectives, and performance measures with the input of stakeholders. If you do not have this experience, please indicate n/a.
12
This position requires proof of a valid driver's license and acceptable driver's abstract prior to employment. Can you meet this requirement?

• Yes
• No

Required Question