Manager II

Brief Job Description

Manager II in Vital Statistics Section works under general supervision of the Registration & Records Management Group Manager, overseeing daily operations and activities of the Records Management, comprised of Program Specialists and/or Customer Service Representatives. Manages day-to-day activities in vital records, vital statistics, and customer service. Reviews and approves communications to ensure professional quality and appearance, appropriate content, consistency, and responsiveness.

Acts as liaison regarding legislative, media, and public inquiries on vital records. Acts as liaison and provides consultation and technical assistance to customers and stakeholders including local registrars, county clerks, funeral directors, birth registrars, midwives, doctors, and justices of the peace. Advises and consults with the Registration & Records Management Group Manager and Reporting and Registration Branch Director on non-standard applications or inquiries on vital records and vital statistics.

Essential Job Functions (EJFs)

• (45%) Serves as primary technical subject matter specialist for Vital Statistics teams. Interprets Texas statutes, rules, regulations, policies, and procedures to manage processing of routine and complex customer applications for the issuance or amendment of vital records (vital records include records of Birth, Death, Marriage, and Divorce as well as amendments of Birth, Death, Legal Name Changes, Paternities, Adoptions, and Disinterment Permits). Serves as a primary contact for VSS and resolves highly complex customer service problems. Performs advanced customer service duties. Coordinates work issues with other Vital Statistics teams and managers. Ensures security of confidential records and information in automated electronic reporting system.
• (45%) Manages and oversees the activities of the Records Management. Supervises and oversees professional staff in the prioritization and implementation of program activities. Establishes program goals and objectives. Plans and develop methods, guidelines, operating instructions, and processing/communications functions. Monitors compliance with policies and procedures. Assesses and analyzes systems and training. Interviews and selects staff. Counsels staff, conducts program and personnel evaluations. Approves leave and training schedules. Designs and conducts training, curriculum, and workshops; plans and participates as a speaker at conferences. Analyzes and evaluates program activities, objectives and procedures, and recommends and implements improvements including automation. Manages and oversees assigned staff to ensure Vital Statistics goals are achieved and that customer requests are timely and accurately processed. Monitors the compliance of program activities in accordance with Texas statutes, policies & procedures, rules & regulations.
• (10%) Performs other related duties as assigned. Participates in strategic planning activities for the Branch. Other duties as assigned may include actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or COOP activation. Such participation may include an alternate shift pattern assignment and/or location.

Knowledge, Skills and Abilities (KSAs)

• Knowledge of local, state, and federal laws and regulations relevant to a business function, division, or department.
• Knowledge of the principles and practices of public administration and management.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Skill in the use of a computer and applicable software. (MS Office Suite to include spreadsheets, database management and graphics).
• Skill in relating complex information both verbally and in writing.
• Skill in analyzing performance reports.
• Skill in devising new methods in research and management.
• Skill in public speaking, training, and presentations.
• Skill in interviewing, training, statistical processes, program planning, implementation, and community relations.
• Skill in interpersonal communication.
• Skill in telephone communication.
• Skill in handling multiple tasks/assignments.
• Skill in problem solving.

Registrations, Licensure Requirements or Certifications

N/A

Initial Screening Criteria

• Three years’ experience interpreting local, state, and federal statutes, policies and procedures, or rules and regulations.
• Three years’ experience working with highly confidential or Vital Records.
• Three years’ experience communicating verbally and in writing with diverse professionals, customers, government officials or the general public.
• Three years’ work experience developing reports and presentations using Microsoft Word, Excel, Visio, PowerPoint.

Additional Information

• This position is required to be on-site and to ensure business continuity, daily attendance is key.
• Applicants must submit to and pass a fingerprint-based criminal background check upon offer of employment.
• Active Duty, Military, Reservists, Guardsmen, and Veterans: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.