This position, under general supervision of the Assistant State Registrar (ASR) & Chief, performs a wide variety of tasks of significant difficulty that have a critical impact upon multiple areas in the Bureau of Vital Records (BVR).
This position is responsible for providing support services including, but not limited to, maintaining all equipment and materials, coordinating meetings and all facilities requests. This position will collaborate with Assistant State Registrar & Chief in a variety of business management functions of the Bureau including but not limited to initiating requisitions, researching and resolving vendor issues, facilitating travel needs and reimbursements. This position will complete all requirements with fixed assets and equipment inventory for the BVR. This position will be responsible for entering all purchase order requisitions into the Document Request System (DRS) and tracking the workflow on all Bureau requests through the DRS and the Arizona Buyer Portal (APP). This position will receive all county orders for security paper and will submit all orders, track the request and enter all necessary information on the Certified Paper Reimbursement Tracker in order for Finance to track revenue and Accounts Receivable to invoice.
This position will be responsible for setting up all administrative functions necessary for all new hires. This includes but is not limited to, access to all necessary inboxes, ensure badge request is submitted, obtained and operational, set up for the Genesys phone system. This position will be the main point of contact for all vehicle reservations for the Bureau and other programs that are seeking to reserve the use of the Vital Records vehicle.
This position will be responsible for tracking all contracts, agreements and memorandums of understanding that are under the purview of the Bureau. This position will work closely with the ASR & Chief and Deputy Bureau Chief to ensure Vital Records documents are current, identify those that need to be updated and submit amendments and new requests into the Procurement Request System. This position will enter updates into the Contract Assurance System (CAS) for all active contracts and agreements.
This position will provide support to the Health Program Manager 1 for the case management and registration of delayed birth, home birth and foreign born registrations.
This position requires a high level of confidentiality including very sensitive information, disciplinary actions and other privileged communications
This position is responsible for providing administrative support services including, but not limited to, coordinating meetings and all facilities requests. This position will collaborate with Assistant State Registrar & Chief in a variety of administrative/business management functions of the Bureau including but not limited to initiating requisitions, researching and resolving vendor issues, facilitating travel needs and reimbursements, assisting with fixed assets and equipment inventory for the BVR.
This position will be responsible for entering all purchase order requisitions into the Document Request System (DRS) and tracking the workflow on all Bureau requests through the DRS and the Arizona Buyer Portal (APP). This position will receive all county orders for security paper and work with the Bureau’s vendor in submitting the orders, tracking the request and entering all necessary information on the Certified Paper Reimbursement Tracker in order for Finance to track revenue and Accounts Receivable to invoice.
This position will be responsible for tracking all contracts, agreements and memorandums of understanding that are under the purview of the Bureau. This position will work closely with the ASR & Chief and Deputy Bureau Chief to ensure Vital Records documents are current, identify those that need to be updated and submit amendments and new requests into the Procurement Request System. This position will enter updates into the Contract Assurance System (CAS) for all active contracts and agreements
This position will provide support to the Health Program Manager 1 for the case management and registration of delayed birth, home birth and foreign-born registrations.
Other duties as assigned as related to the position
Knowledge in:
-Knowledge of administrative support functions, customer service techniques and general business and finance practices.
-Knowledge of office equipment and computer systems, general office procedures and practices, general rules, regulations, and policies and procedures of the BVR. The ability to learn and operate new computer systems and processing equipment. Excellent listening, oral and written communication and customer service skills.
-Knowledge of State Travel Policy; government financial operations; government reference materials such as federal regulations, Arizona Revised Statutes, applicable agency manuals, and policies and procedures.
-Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
Skills in:
-Use of office equipment and computer systems, operate new computer systems and processing equipment.
-Use of phone system. Excellent verbal and written communication; and advanced customer service skills
Ability in:
-The ability to work in a fast-paced high volume office setting dealing with the public.
-Advanced communication skills
-Oral and written; advanced interpersonal skills
-Ability to work and be productive in one-on-one and group settings. Problem resolution.
-The ability to maintain highly confidential and sensitive information.
-Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.
High School Diploma
If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program
Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page
- To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will make a contribution to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27 week wait period for contributions to begin.
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by emailing nicole.zawacki@azdhs.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.