County Clerk-Vitals-Bookkeeping Support

Lubbock-County-; Lubbock (TX); On-site; USD 28,000 - 38,000; Full time

Job summary

Lubbock County is seeking a detail-oriented office associate to support vital records processing, licensing, and records management. The role involves handling birth, death, and marriage license documents, issuing copies, collecting fees, and assisting with court-related duties.

Strong attention to detail and confidentiality are essential, with daily interaction with the public. Qualifications include a high school diploma or GED, plus two years of general office experience or equivalent.

Qualifications

• Graduation from High school or GED certificate or graduation from a formal business school.
• Two years general office experience or equivalent combination of education and experience.
• Ability to read and understand cursive writing.

Responsibilities

• Evaluate, analyze, prepare, file, record and transport birth, death, marriage license, DD214s and assumed name documents.
• Assist public with applications for licenses and copies of documents.
• Maintain confidentiality and security of documents and data.
• Answer telephone inquiries and provide information to the public.
• Attend commissioner court meetings and take minutes as needed.

Skills

Cashiering

Bookkeeping

Customer Service

Office procedures

Reading cursive

English grammar

Typing 40 wpm

Scanner usage

Calculator

Copier

Confidentiality

Education

High school diploma or GED

Business school training

Tools

Scanner

Calculator

Copier

Shredder

Typewriter

Telephone

Laser printer

Electronic time clock

Fax machine

Job description

Under direct supervision serves as support for birth, death, marriage license (formal & informal for all qualified applicants), and assumed name documents. Issues marriage licenses, certified copies of marriage licenses, print and mails 120 day letters requesting marriage license be returned, files DD214's and issues a certified copy upon request. Back up for the Bookkeeper, Cashier and Vitals Department. Participates in planning of programs, policies, or objectives for own work group and department.

• Evaluates, analyzes, prepares, files, records and retrieves and transports birth, death, marriage license, DD214's and assumed name documents.
• Evaluates and calculates appropriate fees based on document parameters imposed by legislation.
• Assists other employees with preparing and filing applications for marriage licenses, and issuing marriage licenses for all qualified applicants.
• Assists other employees with filing and making copies of DD214's and assumed names.
• Assists other employees with making copies of marriage licenses, birth and death records and assumed name filings.
• Cross-train to assist as needed for department coverage during absences in Vital and Bookkeeping departments. Float between departments as needed.
• Files and processes Warehouse Bonds and Public Weigher Bonds.
• Receives, reviews, and processes documents, inquiries, and requests by mail or electronic means.
• Maintains confidentiality and security of documents and data.
• Answers telephone inquiries, instructs and informs the public as needed.
• Attends 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.
• Accurately collects and receipt fees for all services and takes them to bookkeeper.
• Files the Notary Public books and seals for retired Notaries.
• Makes copies; plain and certified as requested answers vitals telephones and provides information to the public.
• Assist the public with Public Access Computers.
• Processes clerk’s certification on applications for liquor licenses.
• Assist the Bookkeeper and Cashier with monthly reports.
• Assist with retrieval, opening & distribution of daily mail.
• Scan court records, DD214, marriage license & assumed name certificates as needed.
• Back index marriage license & assumed name certificates.
• Prepare commissioners court meeting worksheets.
• Attend and take minutes at commissioner court meetings 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.
• Arriving on time and completing the workday.
• 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 two (2) years general office experience or equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITY:

Cashiering and Bookkeeping knowledge with great attention to detail. 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. 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. Maintain expected levels of confidentiality.

PHYSICAL DEMANDS:

Daily duties require daily sitting, standing, walking, kneeling, bending; talking and listening during the shift; use of hands and/or fingers to handle, 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 objects up to 20 pounds; occasional stooping and lifting up 40 pounds; close vision, distance vision, ability to distinguish colors, peripheral vision, depth perception and ability to adjust focus, rotate upper trunk to the left or right while sitting or standing; place arms above, at or below shoulder height; and use of step ladder.

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.