Assistant to Director of Vital Records Certification (Administrative Assistant)-61005963

Embracing Service, Inspiring Innovation, Promoting Teamwork, Pursuing Excellence, and Advancing Equity.

Responsibilities

• Performs customer service and administrative duties in support of the Division of Vital Records under the supervision of the Director of the Division of Vital Records.
• Serves as Program Assistant to the Director of Vital Records, supporting the coordination and scheduling of projects and priorities.
• Monitors and maintains spreadsheets tracking assigned tasks, deadlines, and completed work related to special initiatives.
• Collects and compiles data to provide progress reports on both open and confidential projects.
• Acts as the primary point of contact for cases requiring direct communication with the Director, including employee matters and customer concerns.
• Assists the Administrative Assistant to the Director of Vital Statistics with billing functions related to vital records, including drafting, issuing, and processing invoices, entering data into the Vital Records and Statistics Integrated Information System (VRSIIS), and monitoring compliance with billable contracts.
• Manages monthly billing cycles, receives payments, and follows up with delinquent clients to ensure timely collection.
• Serves as the Vital Records Forms Manager, conducting regular reviews to ensure forms are current and compliant with policies and procedures.
• Coordinates with management to implement approved updates in Microsoft Word and PDF formats, and ensures adherence to established guidelines throughout the forms approval process.
• Provides administrative support for the State and Regional Office employee recognition programs.
• Assists state office teams with fulfilling customer requests, ensuring timely and accurate service delivery.
• Performs other duties as assigned related to the position.

Requirements

• A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.
• Six (6) years of clerical experience.
• Experience with various filing systems and procedures.
• Demonstrated problem-solving skills and ability to work independently.
• Two (2) years of cash handling or billing experience.
• Ability to type at a corrected rate of 45 words per minute (certified typing test required).

Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment. An official, certified copy of the transcript or diploma will be required prior to hiring.

Any equivalent combination of education and/or experience that demonstrates the required knowledge, skills, and abilities may be considered, subject to approval by the SCDPH Chief Human Resources Officer or their delegate.

Preferred Qualifications

• Bachelor’s or Associate degree.
• Four (4) years of billing experience including customer compliance.
• Two (2) years of Vital Records experience.
• Bilingual in Spanish/English.

Benefits

• 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.
• S.C. Deferred Compensation Program available.
• Retirement benefit choices:
  • State Retirement Plan (SCRS).
  • State Optional Retirement Program (State ORP).

Enrollment in one of the listed retirement plans is required for all Full-Time Employees (FTE).

Schedule

The option to work partially remote or adjusted work hours may be available after 12 months of employment for approved positions.