Midlands Travel Supervisor (Program Assistant)-61005957

State of South Carolina; Columbia (SC); Hybrid; USD 38,000 - 52,000; Full time

Benefits offered by this job

Vacation leave

Sick leave

Paid holidays

Parental leave

Health insurance

Retirement plan

Deferred compensation

Job summary

South Carolina Department of Public Health is seeking a knowledgeable staff member to support vital records operations in the Midlands region. The role involves processing certified copies of vital events, supervising staff in the supervisor's absence, and ensuring strict adherence to VR policies.

Applicants should have a high school diploma, strong customer service skills, and experience with cash handling and typing. Occasional county-wide duties and regional meetings in Columbia are required.

Qualifications

• High school diploma and relevant program experience; bachelor's degree may substitute for experience.
• Six years of face-to-face customer service and two years of cash drawer experience; bachelor’s may substitute for clerical experience.
• Typing at 45 wpm or faster; onsight test.
• Two years supervisory and/or Vital Records experience.

Responsibilities

• Act as site supervisor in the absence of VR site supervisor in Midlands VR offices.
• Assist customers with applications for certified copies of vital records; enter data into the vital records system.
• Assist VR Coordinator with clerical tasks; attend regional coordinator meetings in Columbia.
• Initiate amendments by affidavits of correction, paternity acknowledgments, legitimations, and court orders; establish delayed certificates.
• Perform other duties as assigned.

Skills

Customer service

Cash handling

Typing 45 wpm

Supervisory experience

Vital Records experience

Office duties

Education

High school diploma

Bachelor's degree substitution

Tools

Electronic vital records system

Job description

Careers at DPH: Work that makes a difference!

Embracing Service, Inspiring Innovation, Promoting Teamwork, Pursuing Excellence, and Advancing Equity

Under supervision performs complex specialized duties for legal registration and certification of birth and death certificates and issues certificates upon request. Is able to perform these duties in several counties. Assists to ensure adequate department coverage through proper scheduling and supervision of staff. When staffing needs are filled assistsVital Records (VR) Coordinator with other administrative duties including filing, typing, stapling, preparation of documents, meeting preparation and participation.

• Functions as acting site supervisor in the absence of the assigned VR site supervisor in any of the four (4) Midlands VR offices. Duties include: monitoring performance of employees, verifying cash drawers, assisting with funeral home requests and issues, assisting in staff meetings as needed, ensuring adequate staffing and materials, properly implementing monetary and security procedures. Trains and advises staff to ensure VR laws and regulations are correctly and properly implemented.
• Assists customers in the completion of applications for certified copies of vital events. Following established policies, screens applications for necessary information and entitlement to documents; issues verified copies of vital records; advises when discrepancies are apparent on original documents or when no records is found. Enters data from application into electronic vital records system. Follows established policies regarding security paper and collection and receipting of fees. Reconciles any discrepancies to ensure strict accountability for audit purposes.
• Assists VR Coordinator in various clerical and administrative functions including preparation and participation in monthly supervisor meetings and other duties as assigned. Attends regional coordinator meetings in Columbia in the absence of the regional coordinator. Reports to VR Coordinator on correct implementation of policies and procedures across regional offices.
• Following the established policies initiates amendments by affidavits of correction, paternity acknowledgments, legitimations, and court orders. Initiates the establishment of delayed certificates.
• Other duties as assigned related to the position.

State Minimum Requirements: A high school diploma and relevant program experience. A bachelor's degree may be substituted for the required program experience.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Agency Additional Requirements: A high school diploma and at least six (6) years of face to face customer service experience and at least two (2) years cash drawer experience. Bachelor's degree may be substituted for clerical experience. Ability to type at a corrected rate of 45 wpm or more (onsite test required).

Any equivalent combination of education and/or experience that demonstrates the required knowledge, skills, and abilities may be considered in meeting the minimum qualifications, subject to approval by the SCDPH Chief Human Resources Officer, or their delegate

Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Two (2) years supervisory and/or Vital Records experience.

EEO: The Department of Public Health is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability, or genetic information.

REASONABLE ACCOMMODATION: Applicants needing accommodation for medical reasons or a sincerely held religious belief may submit a request for accommodation. A reasonable accommodation may be granted if it doesn't impose an undue hardship or pose a direct threat to the health and safety of others.

STATE DISASTER PLAN: In accordance with the State's Disaster Plan, which includes hazardous weather, Department of Public Health employees may be required to work in times of an emergency or disaster.

DRIVING RECORD: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant, being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

The South Carolina Department of Public Health offers an exceptional benefits package for Full Time Employees (FTE) positions that includes:

• 15 days Annual (Vacation) Leave per year
• 15 days Sick Leave per year
• 13 Paid Holidays
• Paid Parental Leave
• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children.
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices*
  • State Retirement Plan (SCRS)
  • State Optional Retirement Program (State ORP)

*Enrollment in one of the listed plans is required for all Full Time Employees (FTE); please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.

HYBRID WORK: The option to work partially remote or adjusted work hours may be available after 12 months of employment for approved positions.