Program Project Specialist - Vital Rcds

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.

LEGAL SERVICES - 3003 N Central Ave Phoenix, AZ 85012

Salary: $19.80 HRLY / $41,184.00 Salary
Grade: 18
Closing Date:
March 3, 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.

• 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 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.
• Assists with new projects to enhance or improve existing vital records requests to ensure youth and DCS Specialists receive a birth certificate for any circumstances in which one is required.
• 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 related to the position.

Knowledge of:

• 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

Skills in:

• Applying techniques and methods relating to the location of missing individuals
• Analyzing and interpreting court orders and judgments; reviewing and interpreting court orders and preparing legal documents for court hearings
• 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
• Creating legal documents, business letters, emails and other documentation
• Extracting, inspecting and utilizing information in statutes, court decisions, legal documents and vital records
• Time management to achieve successful outcomes

Ability to:

• Find, collect, preserve, and evaluate information to determine the validity of and relevance to the child and other case-related persons
• Manage difficult and argumentative parties who may not want to cooperate
• Collaborate with others while working independently within established guidelines and directives
• Interact successfully with representatives from Courts, Federal, State, Local, Tribal and International Entities
• Demonstrate initiative, self-motivation, self-discipline and determination to fully and accurately document all identified information and maintain confidentiality regarding vital record information found during…