ADMINISTRATIVE CLERK, VITAL RECORDS - County Clerk

About the role

Provides service to Vital Records customers that includes 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, as well as creating home birth certificates and Acknowledgements of Paternity.

Responsibilities

• Inspects all incoming documents for filing to determine if they meet state and departmental requirements.
• Acknowledges applicant signatures with proper identification and collects fees associated with these filings.
• Performs searches and produces certified copies for all customer-requested documents filed in the Vital Records Department.
• Handles all cashiering transactions, including fee collection and credit card transactions via Certified Payments system, and balances daily receipts.
• Shares responsibility for daily bank deposits in the absence of a supervisor.
• Issues, processes, and scans marriage licenses, assumed names, and Military Discharges (DD214) according to State statutes.
• 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.
• Sets appointments and coordinates Acknowledgement of Paternity (AOP), including conducting meetings with families to complete the process.
• Sets appointments and creates birth certificates based on information provided by parents who have had a home birth, including inspection, approval, or denial of all documentation based on State law.
• Utilizes a microfilm machine to obtain copies of birth and death records.
• Maintains communication with local law enforcement, the District Attorney’s Office, and other government agencies for birth and death certificate verification requests.
• Assists funeral homes to ensure proper, timely, and accurate filings of death certificates.
• Answers phones to provide departmental information, explains County website usage, and provides directions to all seven locations.
• Processes and completes online, mail, and subpoena requests on a daily basis.
• Performs all other related duties as assigned.

Requirements

• High School Diploma or equivalent.
• Three (3) years of general office work experience.
• Must be bondable and able to pass a State security clearance.
• Must obtain annual Acknowledgements of Paternity certification and attain AOP certification through the 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 is 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.

Physical Demands and Work Environment

• 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 hands, drive a vehicle, walk, and work alone and with others.
• May occasionally face verbally abusive or intimidating customers.