Program Project Specialist - Vital Records

DEPARTMENT OF CHILD SAFETY

The Arizona Department of Child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support.

Job Location:

LEGAL SERVICES - VITAL RECORDS/LOCATE

3003 N Central Ave Phoenix, AZ 85012

Salary: $19.8000 HRLY/$41,184.00 Salary

Grade: 18

Closing Date:
October 4, 2026

Under the general direction of the DCS Locate and Vital Records Manager, this Statewide Vital Records Coordinator position ensures that the children of Arizona have every chance to be placed with family members, relatives or other responsible parties to protect their safety, stability and permanency.

This position reviews, researches and processes vital record requests (birth certificate, death certificate and social security) for DCS Specialists by conducting an in-depth analysis using various resources to obtain vital record documentation.

This position requires working on-site a minimum of three (3) days per week to access systems and resources necessary to perform the essential functions of the position.

• Documents and records vital record information and performs administrative functions as appropriate, including but not limited to administrative support and mail distribution. Gathers information and records required for "no records packet" and 'no records letter', including contact with birth families, DCS Specialists and other persons. Additionally, this position will assist in reviewing department reports to identify youth without a social security number and/or card and to process requests when necessary.
• Reviews, analyzes and coordinates highly confidential information in attempt to obtain vital records from local, national and international entities using various databases and software applications;
  Works with DCS Specialists and various entities including Department of Health Services, Social Security Administration, other State entities, the State Department and International Consulates and Embassies for those children born out of the country to obtain the required vital documentation for investigation purposes, placement of a child in DCS custody and/or adoption.
• Works both independently and in a team environment to ensure all relevant information is obtained to accurately identify case-related persons. Makes sound, independent decisions based on analysis of information identified and available data and adopts appropriate course of action. Independently prepares clear, concise and grammatically correct vital documentation relevant to the child's status during research and analysis of information.
• Assist with new projects to enhance or improve existing vital records requests to ensure youth and DCS Specialists receive birth certificates when required. Develops, conducts and presents training to DCS field staff regarding vital records processes and procedures. This position may require occasional in-state travel to conduct trainings.
• Interacts and provides efficient and courteous assistance to DCS Specialists, Department of Health Services, Social Security Administration, other State entities, the State Department and International Consulates and Embassies, within the scope and nature of the position and authorities.
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

• Various software applications and databases
• Court proceedings as they relate to Dependency, Severance, Guardianship and Adoption cases
• Department rules, policy and procedures governing vital records, court procedures and resources
• Techniques for eliciting highly confidential information relevant to a vital document
• Roles, responsibilities and jurisdictions of various city, county, state, tribal, federal and international entities as they pertain to vital record information

• Applying techniques and methods relating to obtaining vital record documentation, nationally and internationally
• Analyzing and interpreting court orders and judgments; reviewing and interpreting court orders
• Analyzing data to determine appropriate course of action
• Navigating effectively through various computer applications
• Communicating effectively with people of diverse backgrounds using both verbal and non-verbal communication, including national and international…