Vital Records Program Manager (WMS 2) DOH9015

Vital Records Program Manager This position offers a hybrid work arrangement, combining remote work with scheduled onsite work at our DOH facility in Tumwater, WA, approximately 2-3 days per week.

The Opportunity As the Vital Records Program Manager, you will lead Washington’s statewide vital records operations, overseeing the registration, amendment, preservation, and issuance of certified birth, death, fetal death, abortion, marriage, and divorce records. You will manage three service areas and about 30 staff through their supervisors, ensuring records are accurate, secure, timely, and compliant with state law and policy.

You will set the program’s strategic direction, interpret legislation, establish statewide policy, and make complex decisions about record access, corrections, and potential fraud. You will also guide improvements to the technology and processes behind vital records, including the Washington Health and Life Events System (WHALES). Partnering with local health jurisdictions and state and federal agencies, you will promote consistent practices statewide while balancing public access, legal requirements, and the security of sensitive information.

Your leadership ensures Washingtonians can rely on the records they need to establish identity and parentage, get a passport, enroll children in school, and access public benefits. These records also supply vital data that informs public health decisions across the state.

Key Responsibilities Include:

• Lead statewide vital records operations, overseeing registration, amendments, preservation, and certification services to ensure accurate, timely, and legally compliant records.
• Direct program strategy, priorities, performance measures, and continuous improvement initiatives to strengthen service delivery, efficiency, and long-term sustainability.
• Develop and implement statewide policies and standards that promote consistent vital records practices across the Department of Health and Washington’s 39 local health jurisdictions.
• Manage three service areas through their supervisors, setting performance expectations, allocating resources, and addressing workforce and operational needs.
• Interpret laws, regulations, and legislation to guide policy decisions, assess operational impacts, and recommend changes to improve vital records administration.
• Oversee vital records technology and system improvements, working with technology teams and vendors to maintain and enhance systems that support statewide operations.
• Protect the security and integrity of vital records by establishing safeguards, conducting security reviews, addressing suspected fraud, and coordinating with law enforcement when needed.
• Resolve complex and sensitive customer issues, appeals, and legal-risk matters while managing contracts, interagency agreements, and program resources.

The Ideal Candidate You bring sound judgment, strategic thinking, and a practical approach to leading complex operations. You can navigate sensitive issues, interpret requirements, and make thoughtful decisions when the path forward is not always clear. You value consistent, equitable service and understand the importance of protecting confidential information while ensuring people receive the records they are legally entitled to access. You lead through others, build strong working relationships, and look for ways to improve systems and services while keeping the needs of Washingtonians at the center of your decisions.

Why You’ll Love This Role This role offers the opportunity to shape statewide policies, improve essential services, and lead a program with a direct impact on people across Washington. Your work will help ensure Washingtonians have access to accurate legal records when they need them, while protecting the integrity of vital records and maintaining reliable data that government agencies and public health programs depend on.

Required Qualifications There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.

Option 1: Eight (8) years of progressively responsible experience managing, administering, or providing senior-level support to complex programs or operations involving regulatory requirements, compliance, public services, records administration, or similarly complex functions.

Option 2: Bachelor’s degree or higher in public administration, business administration, public health, health administration, law, social sciences, or a closely related field AND four (4) years of experience managing, administering, or providing senior-level support to complex programs or operations involving regulatory requirements, compliance, public services, records administration, or similarly complex functions.

And the following knowledge, skills, and experience:

• Experience managing or administering complex programs or operations, including establishing program goals, priorities, standards, and service-delivery practices.
• Experience supervising teams or staff, such as providing guidance, coaching, onboarding, or coordinating workloads.
• Experience interpreting and applying laws, regulations, and policies to complex or non-routine program and operational issues.
• Experience developing and implementing operational policies, procedures, or process improvements that support effective and compliant program or service delivery.
• Experience working with complex administrative or information systems and supporting processes that ensure the accurate, secure, and compliant processing of information.
• Experience analyzing complex programs, policy, operational, or compliance issues, identifying risks and impacts, and developing recommendations for senior leadership.
• Experience partnering, working with, or collaborating with IT teams, system users, vendors, or technical staff either independently or as part of a cross-functional team to assess business needs and support system development, implementation, or enhancement.
• Experience building and maintaining partnerships with organizations, agencies, or community partners to support program coordination and service delivery.

Preferred Qualifications

• Experience managing or implementing quality improvement initiatives to improve program operations, efficiency, or service delivery.
• Experience working in a vital records program or administering vital records services, including registration, amendment, certification, or management of vital records.
• Experience administering statewide, regional, or similarly large-scale government, public health, regulatory, records, licensing, or public service programs.
• Experience developing and monitoring program budgets, including developing budget proposals or making recommendations regarding resource needs and allocation.
• Experience managing contracts or vendor agreements, including monitoring deliverables, requirements, and performance and addressing issues when they arise.
• Experience managing supervisors or staff in a represented or unionized work environment.
• Knowledge of laws, regulations, policies, or standards governing vital records, public records, confidential information, identity records, or similar legally protected information.
• Master's degree in public administration, business administration, public health, or a related field

Employee Benefits We want you to have the support and benefits you need to do your best work while building a career that fits your life. As a DOH employee, you’ll have access to a comprehensive benefits package that supports your health, financial well-being, and work-life balance, with resources to support you now and help you plan for the future. Learn more about DOH benefits and what it’s like to work with us by visiting Work@Health.

The Center for Health Statistics – Vital Records Management Reliable records. Stronger communities. Healthier Washington. The Center for Health Statistics at the Washington State Department of Health maintains Washington’s official vital records, documenting life events that shape people’s identities, families, and access to essential services. Beyond preserving these records, the Center turns birth and death data into a clearer picture of the health of our state. This information helps public health professionals identify emerging trends, understand health disparities, prioritize prevention efforts, and guide decisions that affect communities across Washington. By ensuring records are accurate, secure, and reliable, the Center protects individuals’ access to essential documentation while strengthening the data that informs public health action.

About the Washington State Department of Health We're nearly 2,700 professionals across Washington working together to protect and improve community health. Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience. At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We're passionate people who are driven to make a difference in public health. Our work depends on people who take action to learn and grow and who take action to meet the needs of others every day, in service of a healthier Washington. Explore more about the Department of Health, our programs, and our impact by visiting our website.

Working Conditions: The following describes the working conditions of this position, with or without reasonable accommodation.

Work Setting: The position’s assigned duty station is in Tumwater, Washington, and requires frequent in-person attendance at the Tumwater Town Center. When not working on-site, the position may work from home, a DOH office, or an alternate location. The work involves an open cubicle office setting, with daily exposure to paper, dust, ink, solvents, and other products associated with paper records. The position requires repetitive computer work for the majority of the workday, with exposure to hazards typically found in office environments. Work may also be required in stressful emergency response conditions.

Schedule: This position typically works 40 hours per week but may require additional hours to complete projects or assignments, meet business needs and deadlines, or during the annual legislative session. Alternative or flexible work schedules may be considered subject to supervisory approval.

Travel Requirements: This position requires occasional travel within and outside Washington State, including overnight travel. When driving for state business, you must be legally authorized to operate a state or privately owned vehicle or arrange alternate transportation.

Tools & Equipment: You will use standard office furniture and equipment, including desks, file cabinets, computers, projectors, phones, and copy machines, as well as specialized computer applications and equipment, such as imprinters.

Customer Interactions: You will frequently interact with customers, including agency staff, representatives of other agencies, legislators and legislative staff, State Board of Health members and staff, local health officials, and the public. Some members of the public may be agitated or occasionally hostile during these interactions.

Other: This position is included in the Washington Management Service (WMS). The DOH campus is a smoke-free, drug-free, alcohol-free, scent-neutral environment. This position may be required to conduct and/or participate in public health emergency preparedness and response activities.

We Encourage You to Apply If you meet the required qualifications for this position; we want to hear from you. Preferred qualifications describe additional experience, knowledge or skills that may be helpful in the role, but they are not required to be considered for the position. We welcome applicants with different backgrounds, experiences, identities, and perspectives.

Application Directions To be considered, you must complete the online application in full and submit all required materials. Incomplete applications or applications missing required materials will not be considered. When completing your application, please include the following required materials:

• Cover letter: describing your qualifications for this specific position
• Resume: that details your applicable experience and education.
• Three (3) professional references: References must be entered directly into the designated references section of your application or attached as a separate document. At least one reference must be a current or recent supervisor.

DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation.

Veterans Preference: We value the experience and skill veterans bring to the workforce and encourage veterans, transitioning service members, and military spouses to apply. Eligible veterans may qualify for veterans’ preference in accordance with Washington State Law. If you are claiming veterans’ preference, you must attach your applicable DD-214, NGB Form 22, or other equivalent discharge or separation documentation. Please redact your social security number, date of birth, and any other sensitive information before uploading and attaching the document.

Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve. DOH is an equal opportunity employer. We do not discriminate on the basis of race, ethnicity, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity or expression, marital status, age, the presence or perception of a disability, honorably discharged veteran or military status, genetic information, or any other basis protected by law.

Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Shawnelle Goalder at [email protected] and reference DOH9015.

Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.

SUBSCRIBE to DOH Job Alerts This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days. To be considered, please follow the application instructions and complete all required application materials. Information provided in your supplemental question responses, including education and experience, must be supported by your applicant profile.