ADMINISTRATOR VITAL STATISTICS (50075291)

Date: Feb 21, 2024

Location: Indianapolis, IN, US, 46205

Organization: HHC

Marion County Public Health Department is an organization that celebrates diversity, and seeks to employ a diverse workforce. We actively encourage all individuals to apply for employment and to seek advancement opportunities. Marion County Public Health Department also provides reasonable accommodations to qualified individuals with disabilities as required by law. For additional questions please contact us at: hrmail@hhcorp.org.

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.

Essential Duties

  • Work with IVRA as largest county representative to assure Vital Records legislative affairs and other issues are consistent with MCPHD objectives and Marion County needs
  • Write reports, business correspondence, and procedure manuals.
  • Well-developed analytical and problem solving experience.
  • Understand basic public health principles, and the interdisciplinary nature of public health
  • Understand basic government functions and inter-governmental relationships
  • Understand and demonstrate sensitivity to the different cultures within the community
  • Time Management
  • The level of the incumbent's competency in position will be based on the "Eight Domains." Specifically, seven of the eight apply to position and must be utilized daily by incumbent. They include the following (*except number 6):
  • Supervisory & Leadership Skills
  • Strong leadership
  • Safety
  • Represent BPH on senior leadership and other planning teams
  • Reporting: Provide internal reporting and fiscal monitoring on financial data from service providers, compile utilization statistics on a monthly basis
  • Read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
  • Quality Management System
  • Public speaking
  • Provide leadership and support to Bureau of Population Health (BPH) departments with staffing transitions, service delivery, and administrative challenges, and needed public health responses
  • Project Management
  • Problem Solving
  • Policy Development/Program Planning Skills
  • Operate programs within budget
  • Organizational skills
  • Participate in professional development opportunities and describe ways to improve individual and program performance
  • Monitor Vital Records section on MCPHD website and assure it is updated (when needed) and user friendly
  • Management/ Leadership
  • Make decisions or judgments based on observations and knowledge of laws/technical subject matter.
  • Leadership, Planning, Organizing & Prioritizing
  • Knowledge in utilizing computer programs such as Microsoft Word, Outlook, Excel, and PowerPoint.
  • High degree of verbal and written communication skills for a variety of contacts with other departments, individuals and outside agencies.
  • Have strong analytical skills; be able to interpret data, identify trends, and make suggestions for improvements
  • Emergency Management and Response
  • Effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Prefer ability to communicate in Spanish.
  • Diversity
  • Define problems, collect data, establish facts, and draw valid conclusions.
  • Decision Making
  • Customer Service
  • Conflict Resolution
  • Continually review department processes, making improvements as warranted and maintain operations for the Vital Records department through assuring adequate resources
  • Communication (oral/written)
  • Communicate effectively to diverse audiences in both written and verbal communication.
  • Certification from governing authority in practice specialty.
  • Be able to interpret data, identify trends, and make suggestions for improvements
  • Assure MCPHD Vital Records standard forms/letters are updated and complete for ease of customer and staff usage
  • Assist in the development and implementation of Public Health Emergency Preparedness plans and exercises
  • Apply strategies for continuous quality improvement
  • Apply ethical principles and use information technology in accessing, collecting and maintaining data and information
  • Adhere to all federal, state and local laws that are required for the operation of the Vital Records department by staying current and continually providing training to staff
  • Ability to work as a team member maintaining positive working relationships.
  • Able to effectively manage multiple projects simultaneously.
  • Ability to motivate and engage audience.
  • Ability to make good practices and adhere to safety protocol
  • Ability to compile and organize information, prioritize work, meet deadlines and work under pressure; ability to handle multiple tasks.

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

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

  • 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

SPECIAL SKILLS:

  •  Problem solving, conflict resolution skills
  •  Persuasiveness
  •  Good Listener

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.


Nearest Major Market: Indianapolis