Vital Records Site Supervisor (Program Coordinator I)-61006832

State of South Carolina

Spartanburg (SC)

On-site

USD 46,000 - 50,000

Full time

10 days ago

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Benefits offered by this job

Vacation leave

Sick leave

Paid holidays

Health insurance

Retirement plan options

Job summary

The South Carolina Department of Public Health is seeking an On-Site Customer Service Supervisor in the Division of Vital Records to support on-site customers, ensure accurate fee handling, and issue vital records documents. You will supervise a regional office, train staff on procedures, and assist with amendments and corrections to ensure completeness and accuracy.

Six years of clerical experience (including cashiering) and three years with confidential records, plus supervisory experience,

Qualifications

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 may be considered.

Responsibilities

Supervise a regional office of Vital Records staff including attendance, cash drawers, and training on procedures.
Assist and advise staff in processing requests and amendments for corrections and clarifications.
Gather data to support performance goals and participate in monthly coordination meetings.
Assist customers with applications for certified copies of vital events following established policies.

Skills

Customer service

Supervisory experience

Cash handling

Typing 45 wpm

Education

High school diploma

Relevant program experience

Tools

Qflow

Job description

Job Responsibilities

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.

Minimum And Additional Requirements

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.

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.

Preferred Qualifications

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.

Additional Comments

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. Click here for additional information.
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.

Benefits For State Employees

The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.

Insurance Benefits

Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.

Retirement Benefits

State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.

Workplace Benefits

State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.

Note

The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.

Employment Authorization and Visa Sponsorship Applicants must be legally authorized to work in the United States at the time of hire and must maintain valid work authorization throughout the duration of their employment. This agency does not sponsor employment-based visas, including but not limited to H-1B visas, nor does it provide sponsorship for permanent residency or other employment-based immigration benefits now or in the future. Individuals who are authorized to work in the United States under Optional Practical Training (OPT) through a valid F-1 student visa may apply, provided they possess current employment authorization and do not require employer sponsorship to continue working in the United States at any point during employment. All offers of employment are contingent upon verification of identity and eligibility to work in the United States in accordance with federal law. This agency complies with all applicable federal employment eligibility verification requirements. By submitting this application, I certify that I am legally authorized to work in the United States and will not require employer sponsorship for a work visa now or at any point during employment.

Do you have a high school diploma and relevant program experience?

Which of the following best describes your relevant work experience?

No relevant experience.
1 - 2 Years.
3 - 5 Years.
5+ Years.
Equivalent combination of education and experience.

Are you currently working for or have ever worked for South Carolina Department of Health and Environmental Control (SCDHEC) or South Carolina Department of Public Health (SCDPH)?

Would you be willing to accept a salary within the hiring range of $46,000 - $49,500?

Do you have six (6) years of clerical experience?

Do you have two (2) years of cashiering, banking, or accounting experience?

Please describe your professional work experience handling confidential records. If you do not have any experience, please type "N/A" below.

Do you have three (3) years of supervisory experience?

Can you type at a corrected rate of 45 wpm?

List the dates and responsibilities that you have had in Vital Records. If you do not have any dates and responsibilities, please type "N/A" below.

Are you bilingual in Spanish and English?

All new employees who are healthcare providers will be required to provide documentation of immunity or be immunized against measles, mumps, rubella, pertussis, varicella, Hepatitis B prior to beginning employment. Are you willing to receive these vaccines or provide documentation of immunity?

In accordance with the State's Disaster Plan, which includes hazardous weather, SCDPH employees may be required to work in times of an emergency or disaster. Will you be able to meet this requirement?

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education. The application and not an attached resume will be reviewed to determine if an applicant has met the qualifications for the position. I have read and understand this statement.

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. I have read and understand this statement.

How did you hear about this position?