Assistant to Director of Vital Records Certification (Administrative Assistant)-61005963

Location: Cayce

Job Responsibilities

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Under supervision of the Director of the Division of Vital Records, performs customer service and administrative duties in support of the Division of Vital Records.

* Serves as Program Assistant to the Director of Vital Records, supporting the coordination and scheduling of projects and priorities. Monitors and maintains spreadsheets tracking assigned tasks, deadlines, and completed work related to special initiatives. Collects and compiles data to provide progress reports on both open and confidential projects. Acts as the primary point of contact for cases requiring direct communication with the Director, including employee matters and customer concerns.

* Assists the Administrative Assistant to the Director of Vital Statistics with billing functions related to vital records, including drafting, issuing, and processing invoices, entering data into the Vital Records and Statistics Integrated Information System (VRSIIS) system, and monitoring compliance with billable contracts. Manages monthly billing cycles, receives payments, and follows up with delinquent clients to ensure timely collection.

* Serves as the Vital Records Forms Manager, conducting regular reviews to ensure forms are current and compliant with policies and procedures. Coordinates with management to implement approved updates in Microsoft Word and PDF formats, and ensures adherence to established guidelines throughout the forms approval process.

* Provides administrative support for the State and Regional Office employee recognition programs and assists state office teams with fulfilling customer requests, as assigned by the Director, ensuring timely and accurate service delivery.

* Other duties as assigned related to the position.

Minimum and Additional Requirements

State

Minimum Requirements:

A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Agency

Additional Requirements:

Six (6) years of clerical experience.

Experience with various filing systems and procedures. Demonstrated problem solving skills and ability to work independently. Two (2) years of cash handling or billing experience. Ability to type at a corrected rate of 45 words per minute (certified typing test required). Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application.

Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Any equivalent combination of education and/or experience that demonstrates the required knowledge, skills, and abilities may be considered in meeting the minimum qualifications, subject to approval by the SCDPH Chief Human Resources Officer, or their delegate.

Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Preferred Qualifications

Bachelor's or Associates degree. Four (4) years of billing experience including customer compliance. Two (2) years Vital Records experience. Bilingual in Spanish/English.

Additional Comments

EEO:
The Department of Public Health is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability, or genetic information.

REASONABLE ACCOMMODATION:
Applicants needing accommodation for medical reasons or a sincerely held religious belief may submit a request for accommodation. A reasonable accommodation may be granted if it doesn't impose an undue hardship or pose a direct threat to the health and safety of others.

STATE DISASTER PLAN:
In accordance with the State's Disaster Plan, which includes hazardous weather, Department of Public Health employees may be required to work in times of an emergency or disaster.

DRIVING RECORD:
If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant, being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

The South Carolina Department of Public Health offers an exceptional benefits package for Full Time Employees (FTE) positions that includes:

* 15 days Annual (Vacation) Leave per year

* 15 days Sick Leave per year

* 13 Paid Holidays

* Paid Parental Leave

* Health, dental, vision,…