Program Project Specialist

DEPT OF HEALTH SERVICES

The Arizona Department of Health Services promotes and protects the health of Arizona’s children and adults. Our mission is to promote, protect, and improve the health and wellness of individuals and communities in Arizona. We strive to set the standard for personal and community health through direct care, science, public policy, and leadership. ADHS promotes alternative work schedules, flexible hours. We have positions that can fit any stage in your career;

from entry to senior level. We offer a robust benefit package, including the ADHS Student Loan Assistance Program, where eligible employees can receive up to $300.00 per month for their outstanding student loans. Come check us out and see how you can make a difference in the lives of all Arizonans.

Job Location:

Under the general direction of the Vault Manager, this position is responsible for scanning sealed and non-sealed records; conducting quality assurance reviews of scanned records; performing birth‑death matching and vital records updates; preparing and reviewing detailed usage reports; completing security paper closeout procedures; coordinating records retention activities; processing daily deposits; and performing end‑of‑day reconciliation of payment files. The incumbent is responsible for complying with all applicable statutes, rules, regulations, policies, and procedures.

Responsibilities include:

• Preparation and quality review of detailed usage reports for printed security paper. Scan non‑sealed and sealed records into the EBRS Image Management Module (IMM).
• Assist with review, research, and analysis of information contained in CDC National Center for Health Statistics (NCHS) data feedback reports by using electronic vital records systems to identify, verify, and resolve data discrepancies. Coordinate with data providers to verify, validate, and correct submitted data, ensuring accuracy, completeness, and compliance with established reporting requirements.
• Perform shared operational and administrative functions, including birth‑death matching, updating vital records, no‑record searches, processing Social Security file uploads and downloads, conducting administrative audits, reconciling and closing out security paper, preparing daily fund deposits and end‑of‑day financial reconciliations, and proofreading policies, procedures, and other written materials for accuracy and consistency.
• Develop, revise, and maintain desk procedures, program forms, and website content. Design and manage Excel tracking tools to monitor administrative functions, including vital records updates and NCHS reporting activities. Perform quality assurance reviews of scanned sealed records to ensure compliance with established standards. Review and proofread policies, procedures, and forms for accuracy, consistency, and clarity, and maintain electronic policy, procedure, and forms indexes to support efficient document management and retrieval.
• Provide accurate and consistent program guidance through the interpretation and application of statutes, regulations, policies, and procedures related to the Vital Records Program. Coordinate records retention activities to ensure compliance with records management requirements. Perform Social Security file uploads and downloads to support data reporting and reconciliation activities. Deliver customer service and program support by responding to inquiries from the public, internal staff, and Bureau of Vital Records (BVR) partners regarding vital records services, procedures, and requirements.
• Other duties as assigned.

Knowledge of:

• Collection of data and data quality.
• Principles of good customer service techniques.
• Use of office equipment and computer systems.
• General office procedures and practices.
• Public health principles including an understanding of strategies that encourage and promote compliance when working with stakeholders.
• Laws, regulations, and trends in government issuance and eligibility.
• Program planning, evaluation, and…