VITAL RECORDS MANAGER - 05202025-67849

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, POLICY, PLANNING AND ASSESSMENT DIVISION, DAVIDSON COUNTY

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Overview

Responsibilities

1. Develop policies and procedures for implementing new or modifying existing Vital Records programs and activities.
2. Develops and implements procedures in accordance with state and federal laws and rules governing the administration of Vital Records.
3. Generate SMART goals for assigned subordinates.

Making Decisions and Solving Problems:

1. Reviews complex cases/requests and makes decisions based on rules, laws and procedures of Vital Records.
2. Handles negotiations to resolve complex problems or issues related to personnel and administration of vital records.
3. Analyzes information and evaluates results to choose the best solution for corrective action involving personnel, according to departmental, division, and unit policies.

Interpreting the Meaning of Information for Others:

1. Interprets, explains and enforces Vital Records laws, rules, policies and procedures as they apply to non-routine requests.
2. Interprets human resources rules, regulations, policies and procedures and documentation to subordinates to facilitate understanding, enhance communications, and ensure compliance.

Evaluating Information to Determine Compliance with Standards:

1. Reviews complex non-routine requests related to the legal requirements for processing a request or issuing a record.
2. Uses relevant information and individual judgment to interpret and enforce the rules and regulations governing Vital Records.

Guiding, Directing, and Motivating Subordinates:

1. Leads assigned subordinates in using relevant information and individual judgment to determine whether events and processes comply with laws, rules, and procedures for Vital Records.
2. Provides guidance and direction to subordinates, sets performance standards, and monitors their performance.

Thinking Creatively:

1. Writes and revises changes to unit job tasks and procedures in accordance with Vital Records laws, rules and regulations.
2. Develop educational presentations through power point slides, webinars or teleconferences for training staff and other stakeholders.

Communicating with Persons Outside Organization:

1. Contact vendors and other outside agencies who administer department functions to obtain/provide required information, correct errors, and/or for clarification purposes.
2. Respond to inquiries of fraudulent records from outside agencies such as Tennessee Bureau of Investigation, Federal Bureau of Investigation, Passport Services and other states.
3. Communicate with people outside of the organization, representing the organization to customers, the public, government, and other external sources. Information can be exchanged in person, in writing, by telephone or email.
4. Respond to outside callers and senders concerning complex questions related to the administration of vital records.

Documenting/Recording Information:

1. Continually documents the performance of assigned subordinates to ensure accurate and unbiased performance evaluations.
2. Document findings from research and investigation of delinquent or outstanding vital events, complex or incomplete requests, tracking security paper allocations, and agency contact changes.
3. Reviews and approves performance management documents prepared by subordinates.
4. Documents coaching sessions with assigned subordinates to ensure continued performance improvement.

Getting Information:

1. Interact with community agencies, such as funeral homes, health care facilities, county clerks, physicians, and local health departments on a daily basis for the purpose of obtaining information to handle complex activities within the assigned unit.
2. Communicates with customers to gather information to process a non-routine request and/or assess their needs.

Coordinating the Work and Activities of Others:

1. Coordinates workload with internal and external business partners as required to facilitate timely and accurate task completion.
2. Coordinate with upper management, peers, and assigned subordinates to facilitate equitable workload dissemination.

Coaching and Developing Others:

1. Mentor supervisors in their work by providing feedback and information on organizational cultures, policies and procedures, work flow, chain of command, task prioritization, proper documentation, use of systems, and how to most effectively and efficiently perform their assigned tasks.

Updating and Using Relevant Knowledge:

1. Participate in state sponsored managerial training classes in order to manage the staffing levels and skill mix needed to meet the agency's strategic mission.
2. Maintain up to date knowledge of Vital Records rules and regulations by reviewing state and federal laws and rules for updates and additions to apply new knowledge to the job.

Monitor Processes, Materials, or Surroundings:

1. Review the work of subordinates to provide assistance and guidance to ensure that work is completed correctly and efficiently.
2. Monitors workflow processes of the section to ensure that work is accomplished in an efficient and cost effective manner.
3. Monitors workload and reassigns responsibilities within the section to meet expectations of strategic goals.

Interacting with Computers:

1. Voids and deletes records from the vital records imaging system.
2. Recognizes computer program errors by reviewing reports and through discussions with staff working with computer Information Technology staff and/or vendors to identify and correct program errors.
3. Updates and maintains computer database for vital records systems.
4. Uses and is proficient in Microsoft word programs, spreadsheets, presentation software, web-based email programs and search engines.

Resolving Conflicts and Negotiating with Others:

1. Resolves conflicts that cannot be resolved by the supervisor providing constructive input to ensure timely and efficient performance and maintain positive working relationships.
2. Maintains a respectful and productive work environment within the assigned work section to minimize disputes and facilitate performance.

Judging the Qualities of Things, Services, or People:

1. Assesses the quality of the work of assigned subordinates to inform, advise and provide supervisory feedback related to performance management and development.

Staffing Organizational Units:

1. Assist with interview and selection process for hiring new employees and promoting employees within the unit.

Identifying Objects, Actions, and Events:

1. Identify situations in the section that may negatively impact the level and quality of customer service provided in order to take the appropriate action to correct the situation.
2. Identifies work priorities to ensure the most important work is completed first based on work experience, supervisor guidance, and departmental, state, and federal laws, rules, regulations, and guidelines.

Communicating with Supervisors, Peers, or Subordinates:

1. Communicates with subordinates to assign tasks, provide updates/information, and conduct performance management discussions.
2. Maintain an open dialogue with internal business partners to ensure effective and efficient communication.
3. Provide regular updates to upper management and other internal business partners on the status of projects and other assigned work.

Developing and Building Teams:

1. Encourages and builds mutual trust, respect and cooperation among team members by modeling effective performance for co-workers and assigned subordinates to provide a role model and encourage success in others.
2. Identify developmental opportunities appropriate for assigned subordinates to improve team development.

Provide Consultation and Advice to Others:

1. Provide recommendations for changes in operations which affect the economy, efficiency and quality of Vital Records Office operations and services.
2. Advise upper management on operating procedures, best practices, and other workflow factors to facilitate strategy development and decision making.

Organizing, Planning and Prioritizing Work:

1. Delegates tasks to assigned subordinates based on the competencies they possess to ensure sufficient time to engage in supervisory work and ensure work is completed efficiently, accurately, and timely.
2. Develops specific goals and plans to prioritize, organize and accomplish job tasks.
3. Review monthly reports of outstanding cases to determine reasons for delays in processing records.

Training and Teaching Others:

1. Supervise new employee orientation and onboarding as required to educate new hires on the rules, laws, processes, and policies and procedures pertaining to Vital Records.

Establishing and Maintaining Interpersonal Relationships:

1. Maintain professional working relationship with peers, with assigned subordinates, upper management, legislators, and departmental commissioners to ensure smooth and effective team operations.
2. Networking with internal and external business partners to ensure open dialogues exist and to facilitate coordination and unified effort.

Scheduling Work and Activities:

1. Evaluates and reassigns job responsibilities as needed to ensure continuity of services in the section during absences.
2. Schedules work assignments for staff to ensure goals and work objectives are met.
3. Schedules and conducts general staff meetings in order to relay new or revised information, discuss goals, special projects and deadlines.

Performing Administrative Activities:

1. Completes and submits performance management documents in Edison by specified deadlines.
2. Respond to emails, phone calls and other correspondence as required.
3. Reviews and approves payable time and leave/overtime requests in Edison.
4. Reviews and approves travel authorization requests and expense claims in Edison.
5. Participate in scheduled and ad hoc meetings as needed.

Competencies (KSA's)

1. Problem Solving
2. Directing Others
3. Informing
4. Organizing
5. Time Management
6. Written Communications
7. Approachability
8. Customer Focus
9. Listening
10. Motivating Others

Knowledge:

1. Advanced knowledge of administrative and clerical procedures such as file management, office procedures and terminology
2. Advanced knowledge of computer hardware and software
3. Advanced knowledge of principles and processes for providing customer and personal services, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
4. Advanced knowledge of English grammar, construction of sentences, spelling and use of punctuation

Skills:

1. Advanced skill to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
2. Advanced skill to monitor/assess performance of yourself and subordinates to make improvements or take corrective action
3. Advanced skill to understand written sentences and paragraphs in work related documents
4. Advanced skill in talking to others to convey information effectively either by telephone or face to face
5. Advanced skill to communicate effectively in writing as appropriate for the needs of the audience
6. Advanced skill to train or teach subordinates or co-workers how to perform work related tasks
7. Advanced skill in providing customer focused services
8. Advanced skill to identify problems and review related information to develop and evaluate options for solutions
9. Advanced skill to effectively use Microsoft software programs (i.e. Word, Excel, Power Point) and software associated with Vital Records program
10. Advanced skill to identify and evaluate processes, performance, and services; and the actions needed to improve or correct deficiencies
11. Advanced skill to effectively motivate, develop and direct subordinates as they work, identifying the best people for the job
12. Advanced skill to effectively manage one's own time and the time of others

Abilities:

1. Advanced ability to apply multiple sets of rules or laws to specific problems to produce the most logical solution or response
2. Advanced ability to listen to and understand information and ideas presented through spoken words and sentences
3. Advanced ability to effectively communicate information and ideas in speaking so others will understand
4. Advanced ability to shift back and forth between two or more activities or sources of information
5. Advanced ability to read and understand information and ideas presented in writing
6. Advanced ability to communicate information and ideas effectively in writing so others will understand
7. Ability to speak clearly so others can understand you
8. Advanced ability to enter information into a computer efficiently and in a timely manner

Tools & Equipment

1. Personal Computer
2. Telephone
3. Fax Machine
4. Multifunctional Printer

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.