Senior Document Control Specialist
About the role
Assists in directing the activities of the Amendment and Adoption Unit to ensure that the unit is performing at a high level of efficiency and within statutory and regulatory guidelines. Trains staff to read and interpret state statutes, regulations, office policies and other material used to create amended and adoption records or original records so that amendments to vital statistic legal documents or the creation of an original document are made accurately, properly, and timely.
Responsibilities
- Provides technical assistance and guidelines to judges, attorneys, and Kansas district court officials when conflicting information appears on records to be amended or records to be changed by citing and correctly applying vital statistics statutes, regulations, or policies.
- Exercises independent judgment, knowledge, and authority to approve or deny requests and advises the requestor on how to proceed while ensuring adherence to the Kansas state statutes and regulations.
- In circumstances when court orders appear to disagree with state law, consults with the supervisor and may seek advice from KDHE Legal Services.
- Performs document scrutiny to detect fraudulent documents for the protection of the integrity of vital records amended and filed.
- Prepares correspondence to customers in writing and responds to walk-in and telephone customers, including the general public, judges, clerks of the court, attorneys, funeral directors, hospital administrators, medical record clerks, physicians and coroners who have questions regarding vital records.
- Responds to questions and ensures the confidentiality of vital records and the confidentiality of the request are protected.
- Counsels customers to achieve a common understanding or solution regarding problems that are sensitive in nature when customers are skeptical and uncooperative.
- Corresponds with other agencies of the state and federal government and courts to assure compliance with federal and state statutes and regulations.
Requirements
- 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: Three years of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.
Qualifications
- Word, Excel, PowerPoint, Access
- Proofreading, editing, attention to detail
- Lead worker or leadership experience
- Ability to work independently
- Strong oral and written communication skills
- Customer service experience
- Experience reading, interpreting and implementing state statute and regulations
- Experience in handling confidential information
Post-Offer, Pre-employment Requirements
In accordance with K.S.A. 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant’s eligibility to perform tasks within the Office of Vital Statistics.
A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a state job are required to obtain a valid Tax Clearance within ten (10) days of the job offer.
Pay
Compensation: $18.31–$19.74 per hour. Salary can vary depending upon education, experience, or qualifications.
Benefits
- Comprehensive medical, mental, dental, vision, and additional coverage
- Sick & Vacation leave
- Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
- Paid State Holidays (designated by the Governor annually)
- Fitness Centers in select locations
- Employee discounts with the STAR Program
- Retirement And Deferred Compensation Programs