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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00109048 |
Description Activated On: 4/20/2026 9:50:54 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position is in the Bureau of Health Statistics and Registries (BHSR), Division of Statistical Registries (DSR) and supports the bureau’s mission to administer the Vital Events Registries (VER) by managing the division’s Special Services Unit. This position fosters cross-unit coordination, ensures efficiency and consistency in complex registration and amendment functions, and provides comprehensive oversight and management of special registries and programs. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. This position’s primary responsibilities are to plan, direct, organize, coordinate, implement, and oversee all aspects of the Special Services Unit (SSU). The SSU is responsible for cross unit coordination between the birth and death registry; comprehensive registration functions of the fetal death, induced termination of pregnancy (ITOP), and marriage and divorce registries; oversight of Pennsylvania’s contractual obligations under the federal Census for Occupational Injury (CFOI) program; and management of complex vital event amendments and birth registrations involving deceased subjects, petitions, powers of attorney (POAs), and gestational carriers. Key duties of this position include: • Directs the overall operation of the Special Services Unit in order to meet established mandates, goals, processing schedules and report generations; identifies and resolves problems and deficiencies by recommending and implementing modifications to programs, procedures and staff performance; and monitors improvement after follow up action has been implemented. • Manages multiple initiatives in support of the VER to ensure statutory/regulatory compliance with Vital Statistics Law of 1953, 28 Pa. Code, and Title 18, Chapter 32 Abortion, of the Pennsylvania Code. • Maintains strict confidentiality of vital records and ensures subordinates follow data privacy best practices and remain compliant with the Vital Statistics Law of 1953. • Audits SSU customer service telephone calls and correspondence for quality and timely resolution. • Performs the full range of supervisory responsibilities including assigning, prioritizing, and reviewing work; maintaining position descriptions; conducting employee performance reviews; approving/disapproving leave and travel requests; participating in staffing activities; coordinating employee discipline; and training staff, including coaching and team building. • Manages, oversees, reports on, and audits internal and external stakeholder activities for the fetal death, ITOP, marriage and divorce, registries and the CFOI program. • Coordinates among the DSR, Business Workflow (BW), Division of Vital Records (DVR), and Administrative Services (Admin) in the Bureau to assure issues related to SSU products and responsibilities are addressed. • Coordinates with the Quality Assistance Team to ensure validations and verifications are completed accurately and timely as determined by contract or established deliverable dates. • Provides consultation to appropriate stakeholders to ensure that SSU related data is interpreted correctly. • Makes data driven/root cause focused recommendations for changes in both procedure and policy for the collection and processing of SSU related registries. • Acts as the unit lead (in collaboration with BW, vendor as appropriate) in designing, developing, managing, and using new computer applications such as electronic registration systems for vital records applications within the bureau. Ensures technical and programmatic requirements are met. • Coordinates testing and development of user stories for new or enhanced computer applications regarding SSU registries and products to ensure all state and federal data requirements are being addressed. • Assists QAT in development of training, provides one-on-one assistance to stakeholders via phone or email, and review/revision of documentation quarterly, annually and on an as-needed basis. • Trains staff to familiarize them with new applications to be used for accessing, processing or amending vital events. • Recommends modifications to relevant systems and forms to ensure they meet the needs of the Department while ensuring that changes are in accordance with statute, regulation, and federal, state, and departmental policies. • Participates in the development of new or improved methods for automating the collections, organization, and dissemination of vital statistics data, specifically for SSU registries. • Reviews forms, web guidance, and worksheets on an annual basis and assesses whether they can be improved to better support stakeholders, improve quality, and reduce errors and filing and registration delays. • Ensures all manual and training materials reflect the current policies and processes; prepares for the annual review of these materials by leadership. • Composes memoranda, letters, narrative reports, graphic representations, etc., concerning various topics including correspondence with data users and providers, meeting reports, evaluations of data collection efforts, summaries of statistical findings, monthly status reports, etc. • Confers with public and private industry representatives to keep abreast of new developments, secure cooperation in the collection of data, and determine the need for and scope of projects and special studies. • Attends training sessions and courses to increase skills and knowledge of current statistical, technical and managerial techniques including courses sponsored by National Center for Health Statistics (NCHS), National Association of Public Health Statistics and Information Systems (NAPHSIS), federal Department of Labor and Industry (DLI), on-the-job and outside training, including, but not limited to, the use of computer software packages, data analysis, and management. • Contributes to the requirements writing of Requests for Proposals (RFPs) or Requests for Applications (RFAs) and other documents needed to apply for competitive grants. • Participates in reviewing and scoring completed RFPs and RFAs to assure adherence to established requirements. • Public Health Emergency Response – This position may be given an assignment to support the public health emergency response mission of the Department of Health. Emergency assignments could at times be received with little or no advance notice and may continue for any period of time – ranging from a few hours to several weeks, depending on the nature of the circumstance. The emergency assignments may at times be performed under adverse conditions and may require travel to another site other than the employee’s assigned headquarters for a period of time. • Participates in special projects and surveys, and performs other duties as assigned. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Supervision is received from the Manager of the Vital Events Registry, who provides general guidelines and due dates for completion. Work is performed with a high degree of independence and completed work is reviewed for adherence to established standards, policies and procedures. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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