Vital Records Site Supervisor (Program Coordinator I)-61007687

State of South Carolina; South Carolina; On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Vacation leave

Sick leave

Paid holidays

Parental leave

Health insurance

Dental insurance

Vision insurance

Long-term disability

Life insurance

SCRS retirement plan

ORP retirement plan

Deferred compensation

Job summary

The South Carolina Department of Public Health seeks an On-Site Customer Service Supervisor for the Division of Vital Records. You will assist on-site customers, process requests for certified copies, monitor staff performance, and manage time and cash handling at a regional office.

You will train staff, review amendments for accuracy, gather data for performance goals, and coordinate with the regional coordinator. Strong typing, supervisory, and clerical skills are essential.

Qualifications

• High school diploma or higher with relevant program experience.
• Six years of clerical experience including two years in cashiering, banking or accounting.
• Three years of supervisory or vital records experience.
• Ability to type at 45 wpm; on-site test required.

Responsibilities

• Assist on-site customers for vital records and oversee accuracy of document requests.
• Monitor performance and supervise a regional Vital Records office; approve time, leave, and cash handling.
• Advise staff, review amendments and ensure completeness before submission to Columbia.
• Gather data to support performance goals and attend monthly coordination meetings.
• Assist customers with applications for certified copies and monitor Go Certificates, emails, faxes, and in-person requests.

Skills

Customer service

Supervisory experience

Cashier/banking

Typing 45 wpm

Data collection

Education

High school diploma

Associate or bachelor's degree

Bilingual Spanish or English

Tools

Qflow

Go Certificates

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 acknowledgements, 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 actions, 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: the 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 request in Go Certificates, emails, by fax, and in person to ensure orders are being processed in a timely manner.

Performs other duties and tasks 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 including two (2) years of cashiering, banking or accounting experience. Three (3) years’ experience with confidential records. Two (2) previous supervisory experience or vital records experience. Ability to type at a corrected rate of 45 wpm (on-site 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.

Three (3) years previous Vital Records Experience or Supervisory experience. Associate or bachelor's degree, or Bilingual in Spanish or English.

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.