Vital Records Site Supervisor (Program Coordinator I)-61006832

State-of-South-Carolina; South Carolina; On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Vacation leave

Sick leave

Paid holidays

Parental leave

Health insurance

Dental insurance

Vision insurance

Long-term disability insurance

Life insurance

Deferred compensation

Retirement SCRS

State ORP

Job summary

South Carolina Department of Public Health is seeking an On-Site Customer Service Supervisor to support vital records services. The role involves assisting on-site customers, managing document requests, fees, and amendments, and ensuring accuracy and timeliness of processing.

The position requires supervisory experience, strong clerical background, and the ability to handle confidential records. The department offers comprehensive benefits and opportunities for professional growth, with

Qualifications

• A high school diploma and relevant program experience.
• Six (6) years responsible clerical experience in an office setting including two (2) years of cashiering, banking or accounting experience.
• Three (3) years' experience with confidential records.
• Previous supervisory experience or vital records experience.
• Ability to type at a corrected rate of 45 wpm.
• 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.
• Three (3) years previous Vital Records experience and/or supervisory experience, bachelor's degree and three (3) years responsible clerical experience and/or bilingual in Spanish.

Responsibilities

• Monitor performance and supervise a regional office of Vital Records staff including approval of working time, leave, Qflow functions, staffing/supplies, carry out disciplinary action, verify cash drawers, hold regular staff meetings to train employees on new and current vital records procedures.
• Assist and advise staff in the completion of requests including acceptability of documents used for correcting records and clarifying discrepancies, review amendments prior to sending them to Columbia to ensure completeness and accuracy.
• Assist the Regional Coordinator in gathering data for the use of ensuring performance goals; attend monthly coordination meetings with regional coordinator.
• Assist customers in the completion of applications for certified copies of vital events; follow established policies and procedures.
• Monitor funeral home requests in Go Certificates & emails and by fax and in person to ensure orders are being processed in a timely manner.
• Other duties as assigned related to the position.

Skills

Supervisory

Cash handling

Typing 45 wpm

Confidential records

Customer service

Education

High school diploma

Bachelor's degree (preferred)

Job description

Careers at DPH: Work that makes a difference!

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

Under general supervision, function as the On-Site Customer Service Supervisor in assisting on-site customers for vital records services in the Division of Vital Records; performs related customer service activities including acceptability of information, entitlement of requested documents, receipt and accountability of fees, issuance of documents; initiation of amendments including affidavits of correction, paternity acknowledgments, legitimations, court orders and establishing delayed birth certificates.

• Monitor performance and supervise a regional office of Vital Records staff including the approval of working time, leave, Qflow functions, staffing/supplies, carry out disciplinary action, verify cash drawers, hold regular staff meetings to train employees on new and current vital records procedures.
• Assists and advises staff in the completion of requests including but not limited to: acceptability of documents used for correcting records and clarifying discrepancies, review amendments prior to sending them to Columbia to ensure completeness and accuracy.
• Assists the Regional Coordinator in gathering data for the use of ensuring performance goals. Attend monthly coordination meetings with regional coordinator.
• According to the needs of the office, assist customers in the completion of applications for certified copies of vital events. Following established policies and procedures.
• Monitors funeral home requests in Go Certificates & emails and by fax and in person to ensure orders are being processed in a timely manner.
• Other duties as assigned related to the position.

State Minimum Requirements

A high school diploma and relevant program experience.

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

Agency Additional Requirements

Six (6) years responsible clerical experience in an office setting including two (2) years of cashiering, banking or accounting experience. Three (3) years' experience with confidential records. Previous supervisory experience or vital records experience. Ability to type at a corrected rate of 45 wpm.

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.

Three (3) years previous Vital Records experience and/or supervisory experience, bachelor's degree and three (3) years responsible clerical experience and/or Bilingual in Spanish.

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.

Immunization

All new employees who are healthcare providers are required to provide documentation of immunity or be immunized against Measles, Mumps, Rubella, Pertussis, Varicella, and Hepatitis B prior to beginning employment.

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
• 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.