Administration Director

Job Description

Serves as Administration Unit Director/Vital Statistics Deputy Director, reporting to the State Registrar/Vital Statistics Section (VSS) Director.

The Deputy Director supports the State Registrar and VSS by performing advanced managerial work and providing direction and guidance in vital statistics operations and strategic planning. Provides direction and oversight to, and supervises the work of, the VSS Administration Unit, which coordinates all communications, activities, and projects with HHS HR, Legal, IT, Contracts, Finance, and Texas Facilities Commission, to ensure VSS personnel have a safe and secure workplace; vital records are housed in secure conditions; and that buildings, supplies, and IT equipment are properly maintained to support vital events registration, issuance, and preservation activities.

Work involves developing strategic plans, goals, and objectives; policies, procedures, and guidelines; plans, evaluations, and measurement tools to coordinate activities, track progress, and identify need for changes. Responsible for coordinating responses to escalated inquiries through the Governor's Office, DSHS Government Affairs, HHS Office of the Ombudsman, HHS Office of Inspector General, and law enforcement agencies.

Essential Job Functions

(40%) Directs Administration Unit within Vital Statistics Section, which consists of Staff Services Officers, Financial Analyst and Billings Coordinator, and Program Specialists in Security and Constituent Services, whose work is focused on staffing, facilities, supplies, contracts and financial management. Develops policies, procedures, and guidelines, and monitors compliance. Directs program activities, establishes goals and objectives, develops and implements program evaluations, and develops and reviews budgets in consultation with the State Registrar and partners in DSHS, HHS, and Texas Facilities Commission. Serves as point of contact to, and reviews results of, external audits, investigations, and inspections to provide direction and guidance. Ensures administrative issues and concerns with staffing, facilities, supplies, and IT equipment are addressed timely or proactively prevented, such that the statewide system of vital events registration, issuance, and preservation is not disrupted by administrative deficiencies.

(35%) Develops procedures and guidelines, and implements and monitors compliance for responding to escalated constituent inquiries on vital statistics services. Liaises with DSHS Government Affairs, HHS Office of the Ombudsman, HHS Office of Inspector General, and law enforcement agencies. Escalates issues for State Registrar review.

(10%) Develops plans, priorities, schedules, and strategies for the State Registrar to strengthen supply chain management and shipping and receiving operations, which are required for timely issuance of correct certified copies of vital records (e.g. security paper, printers, envelopes, shipping labels, mail pick up and delivery). Oversees implementation of approved plans with partners in DSHS, HHS, and Texas Facilities Commission.

(10%) Manages and develops staff through review of performance data, consultation, training, and performance appraisal. Responsible for hiring and selection, assigning work, evaluating performance, recommending personnel disciplinary actions, and scheduling and approving leave.

(5%) Performs related work as assigned. Other duties as assigned include, but are not limited to, actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Performs duties in absence of the State Registrar as needed.

Knowledge Skills Abilities

Knowledge of local, state, and federal laws and regulations relevant to vital statistics.

Knowledge of Legislative Cycles and Fiscal Planning

Knowledge of Public Policy Development and Rulemaking

Knowledge of state legislative processes, state agency rule making process and public accountability systems.

Knowledge of strategic planning, budget management, Human Resources management and project management

Skill in establishing plans and setting objectives and goals that support vital statistics.

Skill in managing multiple and competing priorities.

Skill in problem-solving, conflict resolution, and negotiation.

Skill in working collaboratively and cooperatively with colleagues.

Skill in writing analyses, documentation, proposals, plans, policies, procedures, standards, or reports.

Ability to direct and organize program activities and/or business functions

Ability to interpret and apply relevant state and federal laws and regulations.

Ability to establish goals and objectives that support program and agency strategic plans.

Ability to identify problems, evaluate alternatives, and implement effective solutions

Ability to develop and evaluate policies and procedures.

Ability to work independently and deliver results in an environment of broad, consultative management.

Ability to supervise the work of others.

Ability to plan, organize, schedule, assign, and monitor completion of assigned projects.

Ability to present information to a variety of audiences, verbally and in writing, and to communicate clearly, concisely, and effectively.

Ability to adapt to change or modify behavior in response to changes in situations or priorities.

Registration Or Licensure Requirements

Must pass background and fingerprint check.

Initial Selection Criteria

4 Years' Experience in the management of a business function, division, or department relevant to Vital Statistics, or government work. Bachelor's degree required. Master’s degree in may be substituted for the required experience, with a maximum substitution of two years.

Additional Information

“IMPORTANT, PLEASE READ THE FOLLOWING INFORMATION PRIOR TO SUBMITTING AN APPLICATION FOR THIS POSITION”

This is an onsite position.

Resumes will not be accepted in lieu of an application.

Applicants must provide information relevant to the required experience for this position.

Agency salary policy, budget and candidate's qualifications will dictate final salary offer.

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 111X URL - Surface Warfare, 112X URL - Submarine Warfare, 113X URL - Special Warfare, 114X URL - Explosive Ordnance Disposal (EOD), 611X LDO - Deck, Surface, 612X LDO - Operations, 621X LDO - Deck, Submarine, 631X LDO - Aviation Deck, 641X LDO - Administration 648X LDO - Explosive Ordnance Disposal (EOD), SEI15 Enterprise Policy Planning, Budget, and Management, 8003 General Officer, 8040 Colonel, Logistician, 8041 Colonel, Ground 8042 Colonel, Naval Aviator/Naval Flight Officer/Unmanned Aircraft System Officer, 10C0 Operations Commander, 20C0 Logistics Commander, 30C0 Support Commander Warfare, 40C0 Medical Commander 90G0 General Officer, 91C0 Commander, 91W0 Wing Commander, 97E0 Executive Officer. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

MOS Code

111X, 112X, 114X, 611X, 612X, 621X, 631X, 641X, 648X, SEI15, 8003, 8040, 8041, 8042, 10C0, 20C0, 30C0, 40C0, 90G0, 91C0, 91W0, 97E0

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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