Deputy Registrar

City of Texarkana; Texarkana (TX); On-site; USD 38,000 - 46,000; Full time

Job summary

City of Texarkana is seeking a full-time Vital Statistics Clerk in the City Secretary's department to coordinate operations in the local Vital Statistics Office. The role involves clerical work, processing birth and death certificates, cashiering, and maintaining compliance with Texas Vital Statistics procedures.

The position requires strong communication, excellent customer service, and the ability to multitask while ensuring accuracy and confidentiality in handling vital records.

Qualifications

• Graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting, and bookkeeping.
• 1–2 years of post-secondary education with increasingly responsible experience in general office practices.
• Five years of general office experience.
• Any equivalent combination of related education and experience.

Responsibilities

• Provide premier customer service for internal and external customers.
• Coordinate with Local Registrar and Deputy Registrars in office operations.
• Rotate duties among core functions; maintain knowledge ofVital Statistics procedures.
• Handle cashiering duties including receipt of certificates and payments.
• Post monies using the city’s accounting software; process births, deaths, and vital records.
• Review and issue vital records for accuracy and legibility.
• Perform data entry, verification, and reconciliation of records.
• Prepare and file correspondence, reports, and forms.
• Maintain confidentiality and comply with state statutes.

Skills

Office software

Customer service

Communication

Typing and filing

Cashiering

Education

High school diploma or GED

Post-secondary coursework (1–2 years)

General office experience (5 years)

Tools

Personal computer

Word processing & spreadsheets

Office equipment (printer/scanner/copier)

Credit card machine

Job description

GENERAL PURPOSE

This 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 RECEIVED

Works under the general supervision of the City Secretary/Local Registrar or designee.

SUPERVISION EXERCISED

None

SAFETY SENSITIVE DESIGNATION

This position is not designed as a safety sensitive position and is not subject to random drug screening.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Presence 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 customer expectations with each interaction. Duties require a strong energy level, excellent communication skills, and the ability to multitask.

Coordinates and works closely with the Local Registrar and other Deputy Registrars in the operations of the office and the processing of vital records. Rotates job duties regularly among the three core functions in the office.

Maintains a thorough knowledge of the methods, policies and procedures of the department, in coordination with the Texas Vital Statistics Section.

Possesses strong customer service skills when answering questions from employees, citizens, and business-related contacts. In assisting customers, maintains confidentiality, abides by state statutes, and rules or regulations pertaining 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. Posts monies to appropriate accounts using the city’s accounting software system.

Daily pulls records from state database to examine and certify new birth and death records in accordance with Texas statutes and codes. Issues birth and death certificates from local and state database. Exercises extreme diligence in reviewing and issuing legible and accurate vital records.

Performs auditor duties of vital records to include scanning files for printability from an electronic format.

Performs heavy data and metadata entry to include verifying, computing, posting, recording, naming, and reconciling. Files and indexes 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 within the state.

Updates amendments, replacements, and birth certificates to be marked deceased as reported by the Department of State Health Services.

Processes Acknowledgement of Paternity documents and other related paternity
functions. Maintain contact with the Attorney General's Office to incorporate changes in procedures as required.

Composes, types, and edits correspondence, reports, memoranda, forms and other material requiring judgment as to content, accuracy, and completeness.

Operates listed office machines as required and performs other duties as assigned.

Office duties may require working outside of normal business hours between 8:00 am and 5:00 pm.

PERIPHERAL DUTIES AND REQUIREMENTS

Attends seminars and workshops, locally or out of town, as assigned, whether virtual 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 required and administered by the Texas Attorney General.

Acquires and renews annual Voter Abstract Cyber Security certification required and administered by the Secretary of State Office.

Acquires and renews Birth Registration certification every two years required and administered by the Dept. of State Health Services Vital Statistics Office.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience

1. Graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting, and bookkeeping.
2. One (1) to two (2) years of post-secondary education, with increasingly responsible experience in general office practices.
3. Five (5) years of general office experience.
4. Any equivalent combination of related education and experience.

Necessary Knowledge, Skills, and Abilities

1. Working knowledge of computers and electronic data processing.
2. Working knowledge of modern office practices and procedures.
3. Basic knowledge of accounting principles and practices.
4. Skill in the operation of office equipment.
5. Ability to perform cashiering duties accurately.
6. Ability to effectively and fairly deal with the public while displaying a positive and courteous attitude.
7. Ability to communicate effectively, verbally and in writing.
8. Ability to handle stressful situations and irate customers.

TOOLS AND EQUIPMENT USED

Personal computer, including word processing and spreadsheet software; specialized software, calculator, copier, scanner, credit card machine, and fax machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee 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.

While performing the duties of this job, the employee is frequently required to sit, stand, and climb a vault ladder for extended periods of time. The employee is frequently required to use hands to finger, handle, feel, or operate objects, tools, or controls; and reach with hands and arms.

The employee is required to frequently lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those 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. The noise level in the work environment is moderately quiet except during the presence of babies and small children it can sometimes be noisy.