ASSISTANT VITAL RECORDS MANAGER, County Clerk

Full Job Description

The Assistant Vital Records Manager assists in the daily functions of the County Clerk’s Office, overseeing Vital Records operations across multiple locations, ensuring compliance with applicable statutes and regulations, and maintaining quality and integrity of records reproduction and preservation.

Responsibilities include supervising personnel, coordinating training, monitoring cash transactions and deposits, assessing budget needs, and maintaining productive relationships with internal departments and external agencies.

Supervisory Responsibilities:

Supervises one or more employees in the County Clerk’s office. Responsible for the overall direction, coordination, and evaluation of these employee(s).

Carries out supervisory responsibilities in accordance with the county’s policies and applicable laws.

Responsibilities include interviewing, hiring, and training employee(s); planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist with supervision of Vital Records personnel at all locations; ensure coverage, schedule workflows, and adjust staffing to meet daily and project deadlines.

• Maintain up-to-date knowledge of and ensure compliance with relevant state statutes, rules, court orders, and County policies; perform daily quality-control reviews of scanned images and filed applications.
• Oversee scanning of documents with quality control; ensure proper preservation practices for Vital Records materials.
• Process fee transactions; balance receipts; complete daily deposits; perform receipt adjustments as needed; and monitor cashier balancing procedures.
• Design, implement, and deliver comprehensive training programs for subordinates; provide ongoing support for unusual or complex situations; coordinate registrar training.
• Monitor and maintain inventory of supplies and equipment; track and ensure proper use of state-issued security paper.
• Prepare monthly performance reports; assist in formulating future goals and anticipating budget needs; track and report computer-related issues affecting operations.
• Maintain daily communication with other departments and the general public; respond to inquiries, including those generated via public-facing channels.
• Periodically travel to all locations to deliver supplies, provide training, and assist staff.
• Perform other duties as assigned.

Knowledge, Skills, & Abilities:

• Excellent customer service and communication skills, both verbal and written.
• Ability to work in a fast-paced environment.
• Must be able to stay organized and know how to prioritize the workload.
• Ability to work independently and as part of a team.
• Competency with computers and Microsoft Office 365 Suite.
• Advanced analytical skills.
• Familiarity with legal definitions and language
• Good leadership abilities

Qualifications

• Associate’s degree or equivalent
• (4) full-time years of work experience in a general office and customer service environment including at least two (2) full-time years of supervisory or management experience.
• Must be bondable
• Possess a valid driver’s license with a good driving record.
• Must attain Acknowledgement of Paternity Certification by Texas Attorney General’s Office and security clearance from Department of State Health Services – Vital Statistics Unit within one year.

Additional Information

While performing the duties of this position, the incumbent may be required to bend, hear, keyboard, sit, stand, talk, work alone and with others, and work overtime. Must be able to lift up to 25lbs.