Program Project Specialist 2

Arizona Department of Health Services; Phoenix (AZ); On-site; USD 40,000 - 48,000; Full time

Benefits offered by this job

Medical and dental insurance

Paid vacation & sick time

Parental leave

10 paid holidays

Wellness program

Life insurance

Short/long-term disability

Retirement plan

Transit subsidy

Student loan assistance

Job summary

Arizona Department of Health Services in Phoenix seeks a Program Project Specialist 2 to manage vital records operations, ensure data accuracy, and support program compliance. The role emphasizes scanning records, QA reviews, and coordinating with stakeholders to meet reporting requirements.

You will develop and maintain procedures, review policies, and provide guidance on statutes governing vital records while delivering customer service to the public and BVR partners.

Qualifications

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

Responsibilities

• Analyze reports from CDC/NCHS and verify data with providers to ensure contract compliance.
• Create and maintain Excel tracking tools for administrative activities.
• Review and proof policies, desk procedures, forms, and route documents for approval.
• Update electronic policy, procedure, and forms indexes and website content.
• Provide accurate program guidance via statutes and regulations related to Vital Records.
• Perform Social Security file uploads/downloads and assist with audits.
• Scan records, assist with special projects, and provide customer service to the public and partners.

Skills

Data collection

Customer service

Office equipment & computer systems

General office procedures

Public health principles

Laws & regulations

Program planning & monitoring

Quality Improvement (CQI) & Lean

Education

High school diploma or equivalent

Tools

Excel

EBRS IMM

NCHS data systems

Job description

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 $300.00 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 Project Specialist 2

Job Location: Address: 150 N 18th Ave, Phoenix, AZ 85007 (On-site)

Posting Details

Salary: $44,000

Grade: 19

Job Summary

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.

The Incumbent Will Also Assist With The Following Duties

• Analyzing reports received from the Centers for Disease Control and Prevention's (CDC) National Center for Health Statistics (NCHS), including following up with data providers to verify, validate, or correct reported data in a timely manner to maintain contract compliance.
• Creating and maintaining Excel spreadsheets to track administrative and operational activities.
• Proofreading new or revised policies, desk procedures, forms, and other written materials, and routing documents through the approval process.
• Updating electronic policy, procedure, and forms indexes.
• Revising and maintaining program website content.
• Providing accurate program information through the interpretation and application of Arizona Revised Statutes, Arizona Administrative Code provisions, policies, and procedures related to the Vital Records Program.
• Completing Social Security file uploads and downloads.
• Conducting administrative audits.
• Scanning sealed and non-sealed records.
• Assisting with special projects and performing other duties as assigned.
• Performing entry-level customer service activities in response to requests from the public, internal staff, and Bureau of Vital Records (BVR) partners.
• Other duties as assigned.

Job Duties

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, Skills & Abilities (KSAs):

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

• 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.

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.

Selective Preference(s)

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

Pre-Employment Requirements

• 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).

Benefits

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

Retirement

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.

Contact Us

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 [e-mail]. 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.