County Clerk Vital Statistics Clerk

Lubbock County; Lubbock (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Lubbock County is seeking an administrative assistant to support the vital records department. Under direct supervision, you will issue birth/death/marriage licenses, process certificates, and file documents, while ensuring confidentiality and accuracy in all records.

The role requires a high school diploma or GED (or equivalent), with at least two years of general office experience. Excellent customer service, strong organizational skills and ability to work independently are essential.

Qualifications

• High school diploma or GED or equivalent; 2 years general office experience or equivalent.
• Strong knowledge of office practices, English grammar, spelling and punctuation.
• Ability to read cursive writing and operate standard office equipment.

Responsibilities

• Maintain confidentiality and security of documents and data.
• Process birth, death, marriage licenses and related records.
• Collect fees, issue licenses, and prepare applications for submission to the state.
• Answer inquiries and assist the public at the counter.
• Perform quality control on indexes and file maintenance.

Skills

Customer service

Communication skills

Reading cursive

Interpersonal skills

Data entry

Education

High school diploma or GED

Tools

Personal computer

Scanner

Calculator

Copier

Fax machine

Time clock

Job description

Under direct supervision, is responsible for birth, death, marriage license, informal marriage declarations and assumed name records. Issues marriage licenses, certified copies of marriage licenses, file assumed name documents & DD214's and issuing certified copies upon request. Issues birth and death records as requested. Participates in planning of programs, policies or objectives for own work group and department.

• Maintains integrity of birth, death, marriage, DD214’s and assumed name documents.
• Evaluates and calculates appropriate fees based on document parameters imposed by legislation. Collects fees, accurately receipts funds and submits to cashier.
• Issue marriage licenses to all qualified applicants, preparing and filing applications for marriage licenses for submission to the state.
• Filing, scanning, and making copies of DD214's, assumed name documents, marriage license, and birth & death records. Processing TABC certifications for wet/dry status.
• Files and processes Warehouse Bonds.
• Receives, opens, reviews, and processes documents, inquiries, and requests by mail/courier, counter customers and electronic means.
• Maintains confidentiality and security of documents and data.
• Answers telephone inquiries, assist, instructs, and informs the public as needed.
• Promptly attends to the public counter designated for birth, death, marriage license, assumed name information and processing.
• Maintains knowledge of statutes concerning the vital statistics/assumed name department.
• Compile, print and mailing 120 day letters for return of marriage license.
• Files surrendered Notary Public books and seals.
• Perform quality control on all indexes to include marriage license, assumed name certificates, military discharge and birth and death records.
• Assisting other employees as needed.
• Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management and technical skills in self and all employees, including safety-related training and skills.
• Any other duties as assigned.

QUALIFICATIONS:Individual must be able to perform each essential duty necessary to perform this job satisfactorily. Must be able to establish and maintain effective working relationships with co-workers and the public. Must be able to work independently in the absence of supervision. Must be able to read and understand cursive writing. Requirements listed are representative of the knowledge, skill and/or ability required.

EDUCATION/EXPERIENCE: Graduation from High school or GED certificate or graduation from a formal business school, which provides the required knowledge, skills, and abilities and 2 years general office experience or equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES:Comprehensive knowledge of office practices and procedures, English grammar, spelling, and punctuation; Customer Service knowledge of principles and processes for customer services. Assessing customer needs, meeting quality standards for services for customer satisfaction and making sound decisions based on Texas statutes and office policies.Skilled in operating a personal computer, scanner, calculator, copier, shredder, typewriter (minimum 40 wpm), telephone, laser printer, electronic time clock, and fax machine. Read and write manuals, office memos, and letters. Perform basic mathematical calculations; analyze data; communicate effectively, both in person and on the phone utilizing active listening skills. Establish and maintain effective positive working relationships with co-workers and the public. Strong interpersonal skills including diplomacy and problem solving to work with positively and effectively with other employees and elected officials.

PHYSICAL DEMANDS:Daily duties require the ability to sit, stand, walk, kneel, bend; talking and listening during the shift; use of hands and/or fingers to pick up, grasp, pinch, type or feel; reach, grip and use fine dexterity; push and pull objects. Occasionally flex upper trunk forward at the waist and partially at the knees, lift and carry up to 30 pounds; rotate upper trunk to the left or right while sitting or standing; place arms above, at or below shoulder height; use of vision and depth perception and use of stepladder.

DISCLAIMER:The above description reflects the details considered necessary to describe the standard functions of this position and should not be constructed as a thorough description of all work requirements. The characteristics of the work environment described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Employment Employer:Lubbock County will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.