OFFICIAL PUBLIC RECORDS MANAGER, County Clerk

Full Job Description

Manages the daily operations of the Recording & Records Preservation Division while ensuring timely, accurate and professional service for the recording, redaction, indexing, digitization and preservation of all official public records while restricting access to closed records. Responsible for the direct supervision of Assistant Managers of four (4) teams. Oversees project development activities, the implementation of new or expanded departmental policies and procedures, direct office procedural tasking and ensure office compliance with department and County policies as well as state and federal laws. Responsible for the development and administration of the department's budgets. Recommends hiring, promotions, and terminations. Responsible for disciplinary actions level two or greater. Represents the County Clerk's Office at various meetings, functions and conferences.

BENEFITS

Tarrant County employees enjoy superior health, retirement, and insurance benefits & 13 County Holidays

For more information, please click on the link below:

http://www.tarrantcounty.com/en/human-resources/employee-benefits.html

Requirements

Manages the daily operations of the Recording & Records Preservation Division.

Ensures compliance with all rules, statutes and standards for filing, electronic filing, redaction, indexing, accessing and restricting access through extensive research and monitoring of changes for official public records.

Reviews questionable documents for customers that request escalation of decision by Intake Assistant Manager and provides decision based on all rules, statutes and standards.

Escalates questionable documents to the Tarrant County Criminal District Attorney's Office for opinion and provides final decision to customer.

Prepares and creates annual budget for division and prepares estimated revenues. Directs the daily activities of Assistant Managers.

Reviews personnel issues up to and including first level discipline, resolves personnel issues up to and including third level discipline and provides recommendations for further actions.

Performs interviews with applicants and makes recommendations for hiring and/or promotions.

Coordinates the submission of subordinate performance appraisals, validating accuracy, developing feedback and goal setting.

Coordinates the archival of documents for all County Clerk offices for permanent storage and retrieval.

Coordinates the destruction of documents for all County Clerk offices based on the most recent retention schedule published by the Texas State Library and Archives Commission.

Represents the County Clerk's Office at various County committee, state and national conferences as well as respective committees or work groups.

Oversees a career path for entry level employees with corresponding training procedures and manuals.

Reviews and evaluates current document management, cashiering, redacting, indexing, and automated systems for future requirements and system efficiency.

Reviews and evaluates current records management methodologies for future requirements and system efficiency. Prepares annual Preservation & Restoration Plan for public hearing in Commissioners Court.

Establishes and maintains communication with other county, state, federal and municipal agencies. Monitors fees collection, cash bond transactions and other cash transactions.

Provides trend analysis for document type filings, fee increases, data usage, annual filings, external changes effecting filings, and potential revenue sources.

Reviews, researches and tracks proposed legislation, provides estimated fiscal impact, and recommends implementation of new policies to comply with newly enacted legislation.

Coordinates the expansion of types of documents to be electronically filed. Coordinates the review of proposed national standards initiatives and their effects on the office.

Resolves escalated concerns or issues from customers via telephone, email or in person as needed.

Performs all other related duties involved in the operation of the County Clerk's Office as assigned or required.

Qualifications

• Bachelor's degree or equivalent experience in lieu of degree.
• Minimum of five (5) full-time years' experience in a related field of which two (2) full-time years must be in management. A Master's degree may substitute for two (2) years of the required experience.
• Experience in the information systems environment, local area networks and imaging software preferred. Intermediate to Advanced knowledge of Microsoft Office programs, including Word, PowerPoint, Outlook, and Excel (pivot tables and charts).
• Display excellent verbal and written communication, presentation skills, and demonstrated effective leadership and organization.

IMPORTANT NOTICE

To be considered for this position, your application must be complete and clearly demonstrate that you meet the minimum qualifications.

Please ensure that all sections of the application are fully completed, including Education (specifying the type of degree, field of study, and graduation status), Experience, and Certifications/Licenses.

Resumes alone will not substitute for a completed application.

Incomplete applications will result in disqualification, as eligibility for minimum qualifications cannot be confirmed without full documentation.

If selected for hire, you will be required to provide proof of educational attainment during the onboarding process.

Tarrant County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudication in the past seven years and may include credit reports, motor vehicle records, employment records and educational attainment.

A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.

Additional Information

While performing the duties of this position, the incumbent is regularly required to sit, stand, bend, walk, stoop, push and pull.