Job Role Summary

Provides leadership and vision for and develops, directs, coordinates all activities of the Department of Vital Records, which is responsible for maintenance and issuance of all birth and death records for Marion County.  Responsible for ensuring that all duties are completed with the highest degree of accuracy and efficiency.  Develops and maintains a solid method of records management, follow laws and rules of evidence, retention schedules for the preservation of permanent legal documents.  Develops and implements policies and procedures for the department.  Develops and manages the budget for the department. Maintains audit trails for revenues collected and documents issued.  Provides leadership on behalf of Vital Records and Marion County Public Health Department (MCPHD) to ensure quality, security, confidentiality and utility of vital statistics and vital records.

Supervises multiple staff including hiring recommendations, determining workload and delegating assignments, training, monitoring and evaluating performance and initiating corrective and/or disciplinary actions to include termination.
Responsible for a department of 16 staff members
Directly supervises Assistant Administrator, Administrative Asst, Two Supervisors, and One manager

Qualifications

Bachelor’s degree or equivalent of 4-year college program
Master’s degree preferred
5-8 years of experience in records management, information management or related field
Previous Supervision and Leadership experience in a customer service environment required
Knowledge of records management practices
Technical knowledge about database structure and network infrastructure
Good people skills, good oral and written communication skills, customer service skills,
Ability to train effectively
Ability to plan and implement solutions to improve processes

Licenses/Certifications Required

If not already earned, GOAL: obtain within first year the basic certification (VRP), continue to obtain specialist certifications (VRP-S) and eventually earn capstone certification (VRP-C) from the Indiana Vital Records Association (IVRA).

Knowledge, Skills & Abilities

Direct the activities of staff through supervisors, to assure department objectives/standards are met. Work with internal and external vendors and others to improve, maintain high levels of customer service satisfaction Provide security for over four million legal documents on file. Oversee the daily revenues from the sale of certificates, etc. with annual receipts of $1.9 million annually Assure the staff is trained in all required education initiatives, such as FEMA, HIPAA, Corporate Compliance, as well as ad hoc training Provide leadership and guidance to managers/supervisors

Working Enviornment

Standard Office environment