ADMINISTRATIVE CLERK, VITAL RECORDS - County Clerk

Posting number: 11097

Department: County Clerk

Job classification: Clerk, Administrative-Vital Records - County Clerk

Posting type: Open

Categories: Administration, Court Administration

SummaryProvides service to Vital Records customers that consist of the issuance and filing of marriage licenses, assumed names, birth records, death records and military discharges (DD214). Daily duties include scanning, indexing and verifying all records received and filed. Additional duties include the creation of home birth certificates and Acknowledgements of Paternity. Responsible for the cashiering of all daily transactions. Examples of duties

1. Inspects all incoming documents for filing to determine if they meet state and departmental requirements. Acknowledges applicant signatures with proper identification, and collects fee associated with these filings.
2. Performs searches and produces certified copies for all customer requested documents filed in the Vital Records Department.
3. Handles all cashiering transactions, which include fee collection and credit card transactions via Certified Payments system. Also must be able to balance daily receipts. In addition, shares responsibility of daily bank deposits in absence of supervisor.
4. Handle the issuance, processing and scanning of marriage licenses according to State statutes.
5. Handle the issuance, processing and scanning of assumed names according to State statutes.
6. Handle the issuance, processing and scanning of Military Discharges (DD214) according to State statutes.
7. Maintains daily entry of information into the Texas Electronic Registrar System (TER) for birth and death records and generates birth certificates from a separate state-wide network according to State law.
8. Sets appointments and coordinates Acknowledgement of Paternity (AOP). Conducts meetings with families to complete the Acknowledgement of Paternity process.
9. Sets appointments and creates birth certificates based on information provided by parents who have had a home birth. The process includes inspection, approval or denial of all documentation based on State law.
10. Utilizes microfilm machine to obtain copies of birth and death records.
11. Maintains communication with local law enforcement, District Attorney’s Office, and other government agencies for birth and death certificate verification requests.
12. Assist all funeral homes to ensure proper, timely, and accurate filings of death certificates.
13. Answers phones to provide departmental information, explains County website usage, and provides directions to all seven locations.
14. Processes and completes online, mail and subpoena requests on a daily basis.
15. Performs all other related duties as assigned.

Qualifications

• High School Diploma or equivalent. 
• Three (3) years general office work is required. 
• Must be bondable, able to pass a State security clearance, obtain annual Acknowledgements of Paternity certification. 
• Must attain AOP certification through Office of the Attorney General within six (6) months of start date. 
• Must possess a valid Texas Driver’s License. Familiarity with scanning equipment and computer keyboarding. 
• Ability to work face-to-face with customers. 
• Knowledge of TER (Texas Electronic Registrar System), State of Texas Birth Remote System, GRM (Government Records Management), and Certified Payments are helpful. Must maintain confidentiality of all sensitive records. 
• Good communication, interpersonal, and multi-tasking skills. 
• Must have reliable transportation to rotate duties at any of the seven sub-courthouse locations when necessary. 
• Knowledge of State Vital Records programs preferred.

Supplemental informationWhile performing the duties of this position, the incumbent is regularly required to bend, carry, hear, keyboard, lift below the waist, lift between waist and shoulder, lift overhead, tolerate noise, reach, perform repetitive tasks, see color, see near, sit, squat, talk, use his/her hands, drive a vehicle, walk, and work alone and with others. Incumbents may face verbally abusive or intimidating customers occasionally.