Deputy Registrar

GENERAL PURPOSEThis is a full‑time position within the City Secretary's department coordinating operations in the local Vital Statistics Office, performing a variety of clerical work, and maintaining the standards required by the Texas Vital Statistics Section (VSS) in Austin, Texas.SUPERVISION RECEIVEDWorks under the general supervision of the City Secretary/Local Registrar or designee.SUPERVISION EXERCISEDNoneSAFETY SENSITIVE DESIGNATIONThis position is not designed as a safety sensitive position and is not subject to random drug screening.ESSENTIAL DUTIES AND RESPONSIBILITIESPresence in the workplace on a regular basis is required to accomplish the essential functions and regular attendance must be maintained.Provides premier customer service for both internal and external customers, striving to exceed expectations with each interaction.Coordinates and works closely with the Local Registrar and other Deputy Registrars in office operations and processing of vital records; rotates job duties regularly among the three core functions.Maintains thorough knowledge of department methods, policies, and procedures, in coordination with the Texas Vital Statistics Section.Handles customer questions from employees, citizens, and business contacts while maintaining confidentiality and complying with state statutes, rules, and regulations related to vital statistics operations.Maintains good working relationships as the first contact with local institutions such as hospitals, funeral homes, physician offices, Justice of the Peace or Medical Examiner offices, and mortuary services.Handles cashiering functions, including receipt of birth/death certificates and other payments, posting monies to appropriate accounts using the city's accounting software system.Daily pulls records from the state database to examine and certify new birth and death records in accordance with Texas statutes and codes; issues certificates from local and state databases, exercising extreme diligence in reviewing and issuing legible and accurate records.Performs auditor duties of vital records, including scanning files for printability from an electronic format.Performs heavy data and data‑entry tasks—verifying, computing, posting, recording, naming, and reconciling—while filing and indexing birth and death certificates.Processes home births, burial transit permits, and certificates for Child Protective Services and funeral homes.Provides a monthly Voter Abstract report to the Secretary of State, Bowie County Voter Registrar, and other appropriate voter registrars in the state.Updates amendments, replacements, and birth certificates marked deceased as reported by the Department of State Health Services.Processes Acknowledgement of Paternity documents and other related paternity functions; maintains contact with the Attorney General's Office to incorporate procedural changes as required.Composes, types, and edits correspondence, reports, memoranda, forms, and other material requiring judgment regarding content, accuracy, and completeness.Operates listed office machines as required and performs other duties as assigned.Office duties may require working outside normal business hours (8:00 am–5:00 pm).PERIPHERAL DUTIES AND REQUIREMENTSAttends seminars and workshops locally or out of town, virtually or in person.Submits to a Vital Statistics criminal background check required by Austin to access the TxEVER database.Acquires and renews annual Acknowledgment of Paternity certification administered by the Texas Attorney General.Acquires and renews annual Voter Abstract Cyber Security certification administered by the Secretary of State Office.Acquires and renews Birth Registration certification every two years, administered by the Department of State Health Services Vital Statistics Office.DESIRED MINIMUM QUALIFICATIONSEducation and ExperienceGraduation from high school or GED equivalent with specialized coursework in general office practices such as typing, filing, accounting, and bookkeeping.One (1) to two (2) years of post‑secondary education, with increasingly responsible experience in general office practices.Five (5) years of general office experience.Any equivalent combination of related education and experience.Necessary Knowledge, Skills, and AbilitiesWorking knowledge of computers and electronic data processing.Working knowledge of modern office practices and procedures.Basic knowledge of accounting principles and practices.Skill in operating office equipment.Ability to perform cashiering duties accurately.Ability to effectively and fairly deal with the public while displaying a positive and courteous attitude.Ability to communicate effectively, verbally and in writing.Ability to handle stressful situations and irate customers.TOOLS AND EQUIPMENT USEDPersonal computer, including word‑processing and spreadsheet software; specialized software, calculator, copier, scanner, credit‑card machine, and fax machine.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.Employee is frequently required to sit, stand, and climb a vault ladder for extended periods, use hands to finger, handle, feel, or operate objects or controls, and reach with hands and arms.The employee is required to frequently lift and/or move up to twenty‑five (25) pounds. Vision requirements include close vision and the ability to adjust focus.WORK ENVIRONMENTThe work environment is moderately quiet, except when babies and small children are present. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.#J-18808-Ljbffr

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