Legal Actions Office Manager

at  State of Iowa

JOB DESCRIPTION

The Iowa Department of Health and Human Services (HHS) is seeking a Legal Actions Office Manager (Administrative Assistant 2).
Under the supervision of the Legal Actions and Data Management Unit Supervisor and Deputy State Registrar, function as the Legal Actions Office Manager to provide oversight to the Bureau of Health Statistics legal processing staff.

This includes, but is not limited to:

• Reviewing and approve/reject legal actions affecting vital records in Iowa.
• Review daily work load for seven legal processing clerk specialist staff and provide guidance and suggestions for legal actions processing to Legal Actions Unit Supervisor.
• Evaluate and resolve operation issues associated with legal processing in the absence of the Unit Supervisor.
• Provide guidance to legal processing staff to ensure tasks are completed according to established procedures.
• Complete legal actions in absence of staff to ensure proper customer service and efficient processing.
• Works with legal staff to ensure proper customer service and efficient processing.
• Works with legal staff to ensure proper training has been provided and staff has implemented policies.
• Provide updates to Unit Supervisor about legal processing and staff performance/issues along with supporting documentation if necessary.
• May be required to counsel employees on policy and training.
• Responds to calls and inquires from clerk of court offices, legal representatives and customer as it relates to the processing of legal actions and entitlement to vital records in Iowa.
• Work directly with attorneys, law enforcement, other international, federal, state or local governments/agencies or customer needing to order certified copies of vital records.
• Make vital record entitlement decisions in absence of Unit Supervisor as necessary.
• Collaborate with Unit Supervisor and key staff to create standard operating procedures (SOP) associated with legal actions that will be carried out by Health Statistic Staff.
• Process all fraud and government verification requests.
• Document vital record investigation requests and escalate fraud and identity investigation findings to Unit Supervisor.
• Maintain issuance program work in the absence of Issuance AA2 staff.
• Fully understand Iowa Code requirements and administrative rules that pertain to the HHS - Vital Records entitlement and certified copies, amendments and changes to legal documents and birth, death, and marriage.
• Other duties as needed.

Applicant must pass a background check prior to employment.

MINIMUM QUALIFICATION REQUIREMENTS

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

• Graduation from an accredited four-year college or university with a bachelor’s degree in any field, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness).
• A total of five years of education and/or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
• Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.

For additional information, please click on this link to view the job description (Download PDF reader).

Please refer the Job description for details