Job Information

State of Tennessee Job Information

Opening Date/Time01/07/2025 12:00AM Central TimeClosing Date/Time01/13/2025 11:59PM Central TimeSalary (Monthly)$4,017.00Salary (Annually)$48,204.00Job TypeFull-TimeCity, State LocationNashville, TNDepartmentHealth

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF HEALTH, VITAL RECORDS & STATISTICS OFFICE, DAVIDSON COUNTY

This is an on-site position

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school and three years of full-time work in one or a combination of the following: vital records, medical records, supervision or management of clerical/office staff, or customer service delivery of health information. Substitution of Education for Experience: Course work credit received from an accredited college or university may substitute for the required experience on a month-month basis to a maximum of two years (e.g., 45 quarter hours may substitute for one year of the required experience). Substitution of Experience for Education: Qualifying experience in vital records, medical records, clerical/office support work, or any customer service delivery may substitute for the required education on a year-for-year basis to a maximum of four years (e.g., experience equivalent to one year of full-time work in one or a combination of the above listed fields may substitute for one year of the required education). OR Two years as a Vital Records Information Assistant for the State of Tennessee. Necessary Special Qualifications: None. Examination Method: Education and Experience,100%, for Preferred Service positions.

Overview

Summary: Under general supervision, is responsible for professional vital records supervisory work of average difficulty; and performs related work as required. Distinguishing Features: An employee in this class is responsible for supervising a vital records unit. This class differs from the Vital Records Information Assistant in that an incumbent of the latter is responsible for lead and/or intermediate work providing direct assistance and information pertaining to vital record issues to the general public, various agencies, and officials. This class differs from the Vital Records Manager in that an incumbent of the latter manages a vital records section.

Responsibilities

Evaluating Information to Determine Compliance with Standards:

1. Reviews complex requests related to the legal requirements for processing a request or issuing a record.
2. Uses relevant information and individual judgment to interpret and enforce the rules and regulations governing Vital Records.

Making Decisions and Solving Problems:

1. Reviews cases/requests of moderate complexity and makes decisions based on rules, laws and procedures of Vital Records.
2. Analyzes information and evaluates results to choose the best solution for corrective action involving personnel, according to departmental, division, and unit policies.

Interpreting the Meaning of Information for Others:

1. Interprets, explains and enforces Vital Records laws, rules, policies and procedures as they apply to each request.
2. Interprets human resources rules, regulations, policies and procedures and documentation to subordinates to facilitate understanding, enhance communications, and ensure compliance.

Judging the Qualities of Things, Services, or People:

1. Assesses the quality of the work of assigned subordinates to inform, advise and provide supervisory feedback related to performance management and development.

Identifying Objects, Actions, and Events:

1. Identifies work priorities to ensure the most important work is completed first based on work experience, supervisor guidance, and departmental, state, and federal laws, rules, regulations, and guidelines.

Guiding, Directing, and Motivating Subordinates:

1. Leads assigned subordinates in using relevant information and individual judgment to determine whether events and processes comply with laws, rules, and procedures for Vital Records.
2. Provides guidance and direction to subordinates, sets performance standards, and monitors their performance.

Getting Information:

1. Interact with community agencies, such as funeral homes, health care facilities, county clerks, physicians, and local health departments on a daily basis for the purpose of obtaining information to handle the day to day activities within the assigned unit.
2. Communicates with customers to gather information to process a request and/or assess their needs.

Interacting with Computers:

1. Voids and deletes records from the vital records imaging system.
2. Recognizes computer program errors by reviewing reports and through discussions with staff working with computer Information Technology staff and/or vendors to identify and correct program errors.
3. Updates and maintains computer database for vital records systems.
4. Uses and is proficient in Microsoft word programs, spreadsheets, presentation software, web-based email programs and search engines.

Training and Teaching Others:

1. Conduct new employee orientation as required to educate new hires on the rules, laws, processes, and policies and procedures pertaining to Vital Records.

Updating and Using Relevant Knowledge:

1. Maintain up to date knowledge of Vital Records rules and regulations by reviewing state and federal laws and rules for updates and additions to apply new knowledge to the job.
2. Participate in state sponsored supervisory training classes in order to manage the staffing levels and skill mix needed to meet the agency's strategic mission.

Documenting/Recording Information:

1. Continually documents the performance of assigned subordinates to ensure accurate and unbiased performance evaluations.
2. Document findings from research and investigation of delinquent or outstanding vital events, complex or incomplete requests, tracking security paper allocations, and agency contact changes.
3. Documents coaching sessions with assigned subordinates to ensure continued performance improvement.

Monitor Processes, Materials, or Surroundings:

1. Review the work of subordinates to provide assistance and guidance to ensure that work is completed correctly and efficiently.
2. Monitors workflow processes to ensure that work is accomplished in an efficient manner.
3. Monitors workload and reassigns tasks within the unit to meet expectations for work outcomes.

Developing Objectives and Strategies:

1. Generate SMART goals for assigned subordinates.
2. Assist in developing policies and procedures for implementing new or modifying existing Vital Records programs and activities.

Communicating with Persons Outside Organization:

1. Communicate with people outside of the organization, representing the organization to customers, the public, government, and other external sources. Information can be exchanged in person, in writing, by telephone or email.
2. Contact vendors and other outside agencies who administer department functions to obtain/provide required information, correct errors, and/or for clarification purposes.
3. Responds to outside callers and senders to ensure questions are directed to appropriate individuals.

Staffing Organizational Units:

1. Assist with interview and selection process for hiring new employees and promoting employees within the unit.

Resolving Conflicts and Negotiating with Others:

1. Resolves simple conflicts without supervisory input to ensure timely and efficient performance and maintain positive working relationships.
2. Maintains a respectful and productive work environment within the assigned work section to minimize disputes and facilitate performance.

Developing and Building Teams:

1. Encourages and builds mutual trust, respect and cooperation among team members by modeling effective performance for co-workers and assigned subordinates to provide a role model and encourage success in others.
2. Identify developmental opportunities appropriate for assigned subordinates to improve team development.

Organizing, Planning and Prioritizing Work:

1. Develops specific goals and plans to prioritize, organize and accomplish job tasks.
2. Write procedures for day to day activities.
3. Assists managers in writing and revising changes to unit job tasks and procedures in accordance with Vital Records state and federal law.
4. Delegates tasks to assigned subordinates based on the competencies they possess to ensure sufficient time to engage in supervisory work and ensure work is completed efficiently, accurately, and timely.
5. Review monthly reports of outstanding cases to determine reasons for delays in processing records.

Thinking Creatively:

1. Assist managers in writing and revising changes to unit job tasks and procedures in accordance with Vital Records rules and regulations.
2. Assists managers in developing educational presentations through power point slides, webinars or teleconferences for training staff and other stakeholders

Establishing and Maintaining Interpersonal Relationships:

1. Networking with internal and external business partners to ensure open dialogues exist and to facilitate coordination and unified effort.
2. Maintain professional working relationship with peers, with assigned subordinates, and with upper management to ensure smooth and effective team operations.

Communicating with Supervisors, Peers, or Subordinates:

1. Communicates with subordinates to assign tasks, provide updates/information, and conduct performance management discussions.
2. Maintain an open dialogue with internal business partners to ensure effective and efficient communication.
3. Provide regular updates to upper management and other internal business partners on the status of projects and other assigned work.

Scheduling Work and Activities:

1. Evaluates and reassigns job responsibilities as needed to ensure continuity of services in the unit during absences.
2. Schedules work assignments for staff to ensure goals and work objectives are met.
3. Schedules unit staff meetings in order to relay new or revised information, discuss goals, special projects and deadlines.

Performing Administrative Activities:

1. Completes and submits performance management documents in Edison by specified deadlines.
2. Respond to emails, phone calls and other correspondence as required.
3. Reviews and approves payable time and leave/overtime requests in Edison.
4. Reviews and approves travel authorization requests and expense claims in Edison.
5. Participate in scheduled and ad hoc meetings as needed.

Competencies (KSA's)

Competencies:

1. Problem Solving
2. Directing Others
3. Informing
4. Organizing
5. Time Management
6. Written Communications
7. Approachability
8. Customer Focus
9. Listening
10. Motivating Others

Knowledge:

1. Intermediate knowledge of administrative and clerical procedures such as file management, office procedures and terminology
2. Intermediate knowledge of computer hardware and software
3. Intermediate knowledge of principles and processes for providing customer and personal services, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
4. Intermediate knowledge of English grammar, construction of sentences, spelling and use of punctuation

Skills:

1. Intermediate skill to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
2. Intermediate skill to monitor/assess performance of yourself and subordinates to make improvements or take corrective action
3. Intermediate skill to understand written sentences and paragraphs in work related documents
4. Intermediate skill in talking to others to convey information effectively either by telephone or face to face
5. Intermediate skill to communicate effectively in writing as appropriate for the needs of the audience
6. Intermediate skill to train or teach subordinates or co-workers how to perform work related tasks
7. Intermediate skill in providing customer focused services
8. Intermediate skill to identify problems and review related information to develop and evaluate options for solutions
9. Intermediate skill to effectively use Microsoft software programs (i.e. Word, Excel, Power Point) and software associated with Vital Records program
10. Intermediate skill to identify and evaluate processes, performance, and services; and the actions needed to improve or correct deficiencies
11. Intermediate skill to effectively motivate, develop and direct subordinates as they work, identifying the best people for the job
12. Intermediate skill to effectively manage one's own time and the time of others

Abilities:

1. Intermediate ability to apply multiple sets of rules or laws to specific problems to produce the most logical solution or response
2. Intermediate ability to listen to and understand information and ideas presented through spoken words and sentences
3. Intermediate ability to effectively communicate information and ideas in speaking so others will understand
4. Intermediate ability to shift back and forth between two or more activities or sources of information
5. Intermediate ability to read and understand information and ideas presented in writing
6. Intermediate ability to communicate information and ideas effectively in writing so others will understand
7. Ability to speak clearly so others can understand you
8. Intermediate ability to enter information into a computer efficiently and in a timely manner

Tools & Equipment

1. Personal Computer
2. Telephone
3. Fax Machine
4. Multifunctional Printer

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.