Cert Chief Senior Manager

About The Position

• Who can apply: KDHE (Agency Only)
• Full-Time/Part-Time: Full-Time
• Regular/Temporary: Regular
• Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)
• Eligible to Receive Benefits: Yes
• Veterans' Preference Eligible: Yes

Position Summary & Responsibilities

• Maintain, update, and create spreadsheets, reports, and other tracking devices for accurate and timely reporting of statistics.
• Turn in weekly and monthly reports with sufficient and accurate information.
• Provide statistical and budget information to administrative staff.
• Respond to legislative inquiries/requests.
• Develop, plan, and coordinate activities to maintain, troubleshoot, and update the VSIIS.
• Analyze system/program logic, functionality, and performance and provide analysis/information to the Assistant State Registrar.
• Provide feedback and information to vendors, when applicable, and/or KDHE IT staff regarding any system functionality, maintenance, or equipment issues, including performing software installations, maintaining updates and builds, Microsoft and Sequel databases, creating reports, assessing data file layouts.
• Analyze and then appropriately report and follow up on any system failure/problems and, when possible, take steps to resolve the problem.
• Develop specs and conduct tests for implementation of upgrades/fixes.
• Develop specs of the various Certification Section system functions for system development, analysis, RFPs, funding proposals, etc.
• Plans, organizes and directs the multidisciplinary activities of the Certification Program.
• Works with complex and/or conflicting priorities, data, and information, establishing the order and method for addressing Certification issues.
• Establish and maintain administrative procedures to assess the integrity and eligibility of requests for certified copies of vital records.
• Establish and maintain procedures, integrated with complex web-based information technology (hardware and software) systems, to ensure the timely and accurate recording, processing, and tracking of more than 400,000 customer requested documents annually.
• Accounts for more than $4 million in customer fees to the State Treasurer annually.
• Oversees the daily receipt and process of walk-in, mail, courier, fax, and Internet customer requests.
• Recommends to the Director methods to update/improve procedures.
• Communicates with customers or customer advocates, elected officials, and other stakeholders regarding sensitive and/or controversial certification issues to explain statutes, regulations, policies, and processes to maintain good will and gain cooperation.
• Manages the Certification Section staff by developing strategic plans for the Section and managing unit supervisors and indirectly managing clerical personnel in the following:
• - Screening of vital record requests for eligibility based on state and federal statutory requirements, utilizing fraud detection skills and a detailed knowledge of the Uniform Vital Statistics Act plus other applicable statutes and regulations;
• - Production of certified copies of vital records that meet issuance requirements by statute and are acceptable to offices and agencies requiring customer provision of these documents for identity verification, U.S. citizenship verification, benefit purposes, travel, parental verification, etc.;
• - Receipt of customer payments as required by statute (more than $4 million annually) including accurately accounting for each request and payment, balancing and reconciling each work station, depositing exact amount of daily receipts with the State Treasurer, applying appropriate accounting principles and procedures;
• - Audit Imprest Fund and Change Fund;
• - Provision of quality customer service in person or by phone, appropriately responding to customer inquiries daily.

Qualifications

• Education: High School, GED
• Licensing & Certification: Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.
• Minimum Qualifications: One years of experience in planning, organizing and directing the work of a department, organization's program or agency.
• Preferred Qualifications: Education or training in business administration with an emphasis on accounting principles
• Word, Excel, PowerPoint, Access
• Proofreading, editing, attention to detail
• Knowledge of total quality management methods
• Knowledge of information technology functions
• Ability to plan, assign, & supervise work of others
• Strong oral and written communication skills
• Ability to read/comprehend technical narrative material
• Ability to develop & install complex admin procedures