Supervisor, Amendment Section

Overview

About this Role
All employees shall possess the general qualifications, as described in California Code of Regulations Title 2, Section 172, which include, but are not limited to integrity, honesty, dependability, thoroughness, accuracy, good judgment, initiative, resourcefulness, and the ability to work cooperatively with others.

This position requires the incumbent to maintain consistent and regular attendance; communicate effectively (orally and in writing) in dealing with the public and/or other employees; develop and maintain knowledge and skill related to specific tasks, methodologies, materials, tools, and equipment; complete assignments in a timely and efficient manner; and adhere to departmental policies and procedures.

All California Department of Public Health (CDPH) employees perform work that is of the utmost importance, where each employee is important in supporting and promoting an environment of equity, diversity, and inclusivity, essential to the delivery of the department’s mission. All employees are valued and should understand that their contributions and the contributions of their team members derive from different cultures, backgrounds, and life experiences, supporting innovations in public health services and programs for California.

Competencies

The competencies required for this position are found on the classification specification for the classification noted above. Classification specifications are located on the California Department of Human Resource’s Job Descriptions webpage.

Job Summary

This position supports the California Department of Public Health’s (CDPH) mission and strategic plan by overseeing the timely issuance and amendment processing of all vital events that occur in the State of California.

The Supervisor II (Sup II) strategically plans, organizes, and directs all Section activities; and formulates approaches to implement departmental and division policy and priorities, supports their implementation, and measures their outcome. The incumbent manages vital records, particularly the policies and processes related to amendment requests, continuous quality improvement, initiative planning and implementation; establishes and maintains relationships with internal and external stakeholders; and provides guidance on legislative and regulatory issues.

The Sup II supervises Supervisors I (Sup Is) and, through subordinate supervisors, manages a large Section of analysts, Supervising Program Technicians II (SPT IIs), and Program Technicians III/II/I. The incumbent oversees and directs diverse work across the Section, including analytical work such as legislative analyses and promulgation of regulations, initiatives with multiple department influence, stakeholder engagement, program planning and evaluation, and production. Up to 5% in- or out-of state travel may be required.

The incumbent works under the general direction of the Manager II, Manager of the Vital Records Issuance Branch (VRIB).

Key Responsibilities
35% Plans, organizes, and directs the work of the Amendment Section (AS) in such a manner as to ensure the Section is carrying out Section, Division, and CDPH strategic visions, goals, and objectives, while employing continuous quality improvement to increase the accuracy, efficiency, and equity of amendments to vital records. Responsible for overseeing the formulation, implementation, and enforcement of policies and standards pertaining to amendments and corrections of vital records. Ensures accuracy and compliance with legal requirements, maintains the integrity of the records, and coordinates with relevant departments and stakeholders to effectively manage all aspects of vital records management. Leads the AS’s transition from manual paper-based processes to automated and digital processes for amending vital records. This may include, but is not limited to, coordinating staff-level engagement and collaboration on digital identity and digital vital record initiatives across multiple stakeholder agencies; analyzing legislation, drafting legislative concepts, and promulgating regulations; developing policies, procedures, and standards; and ensuring paper vital records are converted to digital format. Establishes and sustains productive collaborations with Federal, State, and local agencies for the collection, maintenance, and use of amendments of vital records. This includes close, ongoing communication and coordination with entities that may include, but are not limited to, the National Association of Public Health Statistics and Information Systems, National Center for Health Statistics, Social Security Administration, Department of State (including the Passport Agency), Department of Homeland Security (including Citizenship and Immigration Services and the Transportation Security Administration), Department of Motor Vehicles, Secretary of State, and Department of Corrections and Rehabilitation. Represents the Section by presenting and answering questions at stakeholder meetings, trainings, and conferences. Supports the State Registrar in presentations to the Legislature and legislative committees with subject matter expertise, as needed.
30% Ensures continuous quality improvement and documentation of the AS’s processes and procedures. Regularly reviews, monitors, and reports on analytical and production work related to amendments and corrections of vital records, including workflow metrics, trends, projections, and goals. Evaluates and develops proposed modifications, procedures, and program alternatives to achieve increased productivity and improved accuracy and timeliness in providing the records. Regularly reviews and measures progress towards the goals and objectives of the Section and Units, analyzes production data, prepares workflow trend and projection charts, and identifies critical information to prepare written reports. Responsible for setting Section priorities in alignment with Department and Division priorities, and for providing oversight, training, coaching, development, and evaluation to subordinate staff, including Unit supervisors. Provides recommendations to the Branch Manager and performs the duties of the Branch Manager as a backup, when needed.
20% Develops and maintains collaborative and effective working relationships with approximately 180 local offices (local registrars and other local health department staff, county clerks, county recorders, county coroners, and medical examiners). Provides recommendations to the State Registrar who has the specific statutory responsibility to supervise local registration offices to ensure uniform compliance with statutes affecting amendments of vital records. This requires frequent contact at all levels, including providing technical assistance, issuing local office copies of records that are missing from county databases, reviewing/redacting records issued by counties from the statewide database, or providing copies of records that have been amended or established through various registration methods at the State level (i.e., adoption, parentage establishment or change, gender change, delayed or court order delayed registration). Ensures the Section provides local offices with accurate and consistent information in all interactions. Represents the Section by presenting and answering questions at local stakeholder meetings, trainings, and conferences.
10% Performs various supervisory duties such as editing and updating duty statements, recruiting, conducting interviews, selecting candidates, evaluating employee performance, providing performance feedback, initiating corrective actions, approving timesheets and leave requests, and other supervisory activities.
5% Examines organizational practices and policies that are barriers to inclusiveness and equity in the CDPH workplace and programs. Provides guidance and develops recommendations to ensure race and ethnicity, sexual orientation and gender identity, and other equity-related areas are considered to promote an inclusive and equitable workplace. Gains subject matter expertise on these areas and embeds the concepts into policy, practices, and procedures for resource allocation, workforce planning, and program decision-making. Performs other work-related duties as required.

Qualifications
All employees shall possess the general qualifications, as described in California Code of Regulations Title 2, Section 172, which include, but are not limited to integrity, honesty, dependability, thoroughness, accuracy, good judgment, initiative, resourcefulness, and the ability to work cooperatively with others.

This position requires the incumbent to maintain consistent and regular attendance; communicate effectively (orally and in writing) in dealing with the public and/or other employees; develop and maintain knowledge and skill related to specific tasks, methodologies, materials, tools, and equipment; complete assignments in a timely and efficient manner; and adhere to departmental policies and procedures.

Special Requirements

Conflict of Interest (COI)
Background Check and/or Fingerprinting Clearance
Medical Clearance
Travel: Up to 5%
Bilingual: Pass a State written and/or verbal proficiency exam in
License/Certification:
Other: