VITAL RECORDS ASSOCIATE CLERK III - County Clerk

About the role

Provides 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 death records received and filed. Responsible for the cashiering of all daily transactions.

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; balances daily receipts and prepares daily bank deposits.
• Issues, processes, and scans marriage licenses, assumed names, and Military Discharges (DD214) according to State statutes.
• Maintains entry of information into the Texas Electronic Registrar System (TER) for death records and generates birth certificates from a separate state-wide network according to State law.
• 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.
• Performs all other related duties as assigned.

Requirements

• High School Diploma or equivalent.
• Two (2) years of general office work experience.
• Must be bondable and able to pass a State security clearance.
• Must possess a valid 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 be able to work unassisted and make confident decisions.
• 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

While 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.