Document Fullfillment Manager

Kansas Department of Health and Environment; Kansas; On-site; USD 64,747,000 - 71,635,000; Full time

Benefits offered by this job

Medical insurance

Leave benefits (sick & vacation)

Paid state holidays

Fitness centers

STAR program discounts

Retirement and deferred compensation

Job summary

Kansas Department of Health and Environment is seeking a position within the Office of Vital Statistics to coordinate locating, printing, and certifying vital records. You will manage manual indexing where needed, match applications with certified copies, and ensure compliance with statutes and policies.

The role includes overseeing a credit card ordering service, supervising staff, and coordinating vendor relations with VitalChek/OVS while monitoring daily workflow and reporting to leadership.

Qualifications

• High School diploma or GED.
• Valid Driver's License required.
• Minimum 1 year directing objectives of an agency/program.
• Proficiency with Word, Excel, PowerPoint, Access.
• Strong interpersonal and negotiation skills.
• Excellent written and oral communication.
• Experience handling confidential information.

Responsibilities

• Review, plan, organize, and direct vital records requests.
• Oversee credit card ordering service and liaison with vendor (VitalChek/OVS).
• Balance daily payments and ensure deposits to State Treasurer.
• Supervise staff and evaluate performance; assign duties.
• Assist with system upgrades and process improvements within statutes and policies.

Skills

Interpersonal skills

Negotiation skills

Analytical skills

Written and oral communication

Customer service skills

Education

High School or GED

Tools

Word

Excel

PowerPoint

Access

Job description

Job Posting

Job Posting closes: October 8 th , 2026

Required documents uploaded by: October 8 th , 2026

Kansas Department of Health and Environment

Our agency is led by Secretary Janet Stanek, who was appointed by Gov. Kelly in Dec 2021. KDHE is comprised of three divisions: Public Health, Environment, and Health Care Finance (which includes the State’s Medicaid program, KanCare). We are the only agency in the nation to have these three entities under one roof which allows us to take a holistic approach to improving and protecting the health and well-being of all Kansans.

Verification of identity and employment eligibility to work in the United States is required by federal law. For a list of acceptable documents that establish these criteria, please refer to the federal Form I-9 . KDHE does not provide sponsorships for this position. If you are an OPT or STEM OPT applicant, please note that all individuals must maintain valid employment authorization and an unexpired EAD.

E-Verify: Kansas Department of Health and Environment (KDHE) participates in E-Verify and will provide the federal government with your I-9 information to confirm that you are authorized to work in the U.S. For additional information regarding E-Verify, please click here . For additional information regarding Immigrant and Employee Rights (IER) please click here . http://www.kdhe.ks.gov/

About The Position

• Who can apply: Anyone (External).
• Classified/Unclassified Service: Unclassified
• Full-Time/Part-Time: Full-Time
• Regular/Temporary: Regular
• Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)
• Eligible to Receive Benefits: Yes
• Veterans' Preference Eligible: Yes
• Sponsorship:KDHE does not provide sponsorship for this position.

Compensation

• Hourly Pay Range: $22.95/hr
• Salary can vary depending upon education, experience, or qualifications.

Employment Benefits

• Comprehensive medical, mental, dental, vision, and additional coverage
• Sick & Vacation leave
• Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
• Paid State Holidays (designated by the Governor annually)
• Fitness Centers in select locations
• Employee discounts with the STAR Program
• Retirement And Deferred Compensation Programs

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities

Position Summary: The position (K0247861) Review, plan, organize, and direct tasks necessary for locating/printing/certifying copies of vital records requested including: manual indexing of records for which there is no Optical Disk Image available; locating and producing copies from microfilm; matching applications with certified copies (re-check for eligibility and completeness); certifying vital record copies from microfilm/Optical Disk Imaging System; determining records meet statutory requirements for issuance; reviewing applications for recent vital events held for filing of original certificates; working requests out of processing queues; monitor processing of confidential program records. Provide technical assistance with planning/designing/trouble shooting upgrades/re-engineering of Vital Statistics System. Assist with upgrades and re-engineering by reviewing design documents and providing feedback on changes/enhancements, evaluating processing functions and ensuring compliance with statutes, regulations, and policies. Test proposed upgrade/new program.

Organize and direct the credit card remote ordering service available by telephone, fax, and Internet. Coordinate program upgrades/changes, acting as liaison between VitalChek and OVS. Test and assess any program changes by VitalChek or OVS to ensure proper linkage to OVS programs. Daily evaluate functions, processes, and request volume of this service, assigning duties as needed to ensure priority service to customers utilizing this order method. Document and report to Section Chief and VitalChek (vendor providing service) any problems or service interruption and coordinate needed changes and upgrades. Oversee daily balancing and reports; ensuring correct daily payment for records ordered is produced for deposit to the State Treasurer. Determine if circumstances warrant charges to be removed from a customer's credit card and coordinate any such requests with VitalChek. Interview, hire, and terminate, if necessary, employees filling three VitalChek operator positions. Supervise Processing Unit staff by writing position descriptions as needed and establishing performance expectations. Counsel/evaluate staff, preparing annual and semi-annual evaluations as required, along with any special evaluations deemed necessary. Approve/disapprove leave requests from staff based on unit staffing. Train and mentor staff in the duties of the unit. Train a lead worker in the supervisory responsibilities of the unit. Select staff to accept leadership roles in specific duties and train them to train others for the duties and to help monitor performance. Monitor work of the staff for accuracy, completeness, timeliness, and good customer service skills. Ensure staff is cross-trained in duties to provide adequate coverage at all times. Prepare and update procedure manuals which cover all unit tasks. Interview prospective candidates for state employment and make recommendation to hire.

Job Responsibilities may include but are not limited to the following:

Respond to difficult or irate customer (including general public, businesses, attorneys, funeral home directors), questionable applications or complaints from customers by telephone or by correspondence to ascertain what has occurred, explaining eligibility requirements and negotiating a resolution. When the Section Chief is unavailable, respond to requests from law enforcement officers/agencies for criminal investigative purposes, including fraudulent use of vital records. Provide feedback to vendors, IT staff, and OVS administrative staff. Assess daily work volume, assigning tasks accordingly to ensure quality and timely customer service. Make recommendations for expenditures to Section Chief. Provide reports with observations and recommendations for procedural changes to the Section Chief, along with weekly and monthly status reports to be used for budget and statistical purposes.

Run the birth/death program daily which automatically matches death records with the appropriate birth record. Process the entries not automatically matched by manually searching for the correct birth record, protecting it with the appropriate death information. Review and process requests for vital record copies to be used for research projects by medical research universities and other organizations involved in medical research. Ensure requests meet statutory requirements and that appropriate written assurances are provided, along with the correct fee, before issuing copies. Maintain accurate file of all research requests.

Qualifications

• Education:
  • High School, GED
• Licensing & Certification:
  • Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.
• Minimum Qualifications:
  • One year of experience in providing direction necessary to implement the objectives of an agency, program or organizational unit.
• Preferred Qualifications:
  • Word, Excel, PowerPoint, Access
  • Proofreading, editing, attention to detail
  • Written and oral communication skills
  • Strong interpersonal and negotiation skills
  • Analytical skills, ability to analyze data/work processes
  • Customer Service Skills
  • Experience in supervision and Training
  • Experience working with confidential information
• Post-Offer, Pre-employment Requirements:
  • In accordance with K.S.A 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant’s eligibility to perform tasks within the Office of Vital Statistics.
  • Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law. If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions

Required Documents For This Application To Be Complete

• Transcripts
• DD214 (if you are claiming Veteran’s Preference)
• Resume
• Cover Letter

How To Claim Veterans Preference

Veterans' Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a "veteran"; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager.

Learn more about claiming Veteran’s Preference

How To Claim Disability Hiring Preference

Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager.

Learn more about claiming Disability Hiring Preference

PLEASE NOTE: The documentation verifying a person's eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be sent either by fax to [phone], scanned and emailed to [e-mail], or can be mailed/delivered in person to:

ATTN: Disability Hiring Preference Coordinator

Office of Personnel Services

Landon State Office Building

900 SW Jackson, Rm 401

Topeka, KS 66612

Equal Employment Opportunity

The State of Kansas is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.