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Supervisor, Vault Operations, Bureau of Vital Statistics - 345547

Job Description ** Only candidates who are permanent in the Principal Administrative Associate You must clearly state your civil service status on your resume or cover letter. Failure to do so will result in your disqualification.

The Bureau of Vital Statistics is responsible for registering and certifying all birth, deaths, spontaneous and induced terminations of pregnancy in NYC. The bureau issues, analyzes and reports on 285,000 vital events each year. The bureau is a very large customer service operation, providing death certification services on a 24/7 basis, issuing more than 900,000 certified copies of birth and death records, and fulfilling hundreds of data requests annually.

DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:

- Supervise the day to day activities and workflows of Records Management stock workers.

- Perform administrative and office support activities for the Unit Director.

- Travel to ancillary vaults located in Brooklyn, Manhattan and Queens as initiated by requests for the retrieval of archived documents.

- Log and track data of documents to be archived.

- Inventory and log in data associated with various types of Record Management records, microfilm, and locations.

- Prepare and file birth, death and other related vital records documents printed from the Electronic Vital Event system for archiving.

- Produce uncertified copies of records and related documents initiated by requests from microfilm reels and other ancillary electronic systems.

- Preparation of requisitions for reproduction and distribution of BVS forms.

- Track all requests for security paper and ensure that all distributions are properly logged and adherence to secure distribution protocols.

- Ensure that all security protocols are followed to ensure the security and safeguard of security paper and vital records and related documents.

- Assist in interoffice units upon request.

- Assist in the oversight of special projects, monitor and report all backlogs affecting production targets.
Minimum Qual Requirements 1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible  clerical/administrative  experience, one year of which must have been in an administrative capacity or supervising staff performing  clerical/administrative  work of more than moderate difficulty;  or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible  clerical/administrative  experience including one year of the administrative supervisory experience described in  "1"  above;  or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible  clerical/administrative  experience including one year of the administrative supervisory experience as described in  "1"  above;
4. Education and/or experience equivalent to  "1",  "2",  or  "3"  above.  However, all candidates must possess the one year of administrative or supervisory experience as described in  "1"  above.  Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in  "1"  above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.
Additional Information **IMPORTANT NOTE TO ALL CANDIDATES:

Please note:  If you are called for an interview you will be required to bring to your interview copies of original documentation, such as:
• A document that establishes identity for employment eligibility, such as: A Valid U.S. Passport, Permanent Resident Card/Green Card, or Driver’s license. 

• Proof of Education according to the education requirements of the civil service title. 

• Current Resume  

• Proof of Address/NYC Residency dated within the last 60 days, such as: Recent Utility Bill (i.e. Telephone, Cable, Mobile Phone)

Additional documentation may be required to evaluate your qualification as outlined in this posting’s “Minimum Qualification Requirements” section. Examples of additional documentation may be, but not limited to: college transcript, experience verification or professional trade licenses.

If after your interview you are the selected candidate you will be contacted to schedule an on-boarding appointment.   By the time of this appointment you will be asked to produce the originals of the above documents along with your original Social Security card.

**LOAN FORGIVENESS

The federal government provides student loan forgiveness through its Public Service Loan Forgiveness Program (PSLF) to all qualifying public service employees. Working with the DOHMH qualifies you as a public service employee and you may be able to take advantage of this program while working full-time and meeting the program’s other requirements. 

Please visit the Public Service Loan Forgiveness Program site to view the eligibility requirements:

https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service
To Apply Apply online with a cover letter to https://a127-jobs.nyc.gov/.  In the Job ID search bar, enter: job ID number # 345547.

We appreciate the interest and thank all applicants who apply, but only those candidates under consideration will be contacted.

The NYC Health Department is committed to recruiting and retaining a diverse and culturally responsive workforce. We strongly encourage people of color, people with disabilities, veterans, women, and lesbian, gay, bisexual, and transgender and gender non-conforming persons to apply.

All applicants will be considered without regard to actual or perceived race, color, national origin, religion, sexual orientation, marital or parental status, disability, sex, gender identity or expression, age, prior record of arrest; or any other basis prohibited by law.
Residency Requirement New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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