VITAL RECORDS ASSISTANT MANAGER - County Clerk

Tarrant-County,-Tx; Texas; On-site; USD 50,000 - 75,000; Full time

Job summary

County Clerk’s Office in Texas seeks a supervisory professional to lead and train staff, manage daily operations, and ensure quality control across Vital Records processes.

The role includes coordinating staffing, handling finances, preparing reports, and traveling to locations as needed. Strong leadership, organizational, and analytical skills are essential.

Qualifications

• Excellent customer service and communication skills.
• Ability to work in a fast-paced environment.
• Must stay organized and prioritize workload.
• Ability to work independently and as part of a team.
• Proficiency with computers and MS Office 365 Suite.
• Advanced analytical skills.
• Familiarity with legal definitions and language.
• Good leadership abilities.
• Bondable and valid driver's license.

Responsibilities

• Interviewing, hiring, and training employee(s).
• Plan, assign, and direct work; appraise performance.
• Reward and discipline employees; address complaints.
• Resolve problems and ensure adherence to policies.
• Perform quality-control reviews of scanned images and filings.
• Oversee scanning of documents and preservation of Vital Records.
• Process fee transactions and balance receipts; deposits.
• Prepare monthly performance reports and assist budgeting.
• Travel to all locations to deliver supplies and assist staff.
• Perform other duties as assigned.

Skills

Customer service

Communication skills

Organizational skills

Teamwork

MS Office 365

Analytical skills

Legal language familiarity

Leadership abilities

Education

Associate’s degree or equivalent

Tools

MS Office 365 Suite

Job description

Supervisory Responsibilities

Supervises one or more employees in the County Clerk’s office. Responsible for the overall direction, coordination, and evaluation of these employee(s). Carries out supervisory responsibilities in accordance with the county’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employee(s); planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist with supervision of Vital Records personnel at all locations; ensure coverage, schedule workflows, and adjust staffing to meet daily and project deadlines.

• Maintain up-to-date knowledge of and ensure compliance with relevant state statutes, rules, court orders, and County policies; perform daily quality-control reviews of scanned images and filed applications.


• Oversee scanning of documents with quality control; ensure proper preservation practices for Vital Records materials.


• Process fee transactions; balance receipts; complete daily deposits; perform receipt adjustments as needed; and monitor cashier balancing procedures.


• Design, implement, and deliver comprehensive training programs for subordinates; provide ongoing support for unusual or complex situations; coordinate registrar training.


• Monitor and maintain inventory of supplies and equipment; track and ensure proper use of state-issued security paper.


• Prepare monthly performance reports; assist in formulating future goals and anticipating budget needs; track and report computer-related issues affecting operations.


• Maintain daily communication with other departments and the general public; respond to inquiries, including those generated via public-facing channels.


• Periodically travel to all locations to deliver supplies, provide training, and assist staff.


• Perform other duties as assigned.

Knowledge, Skills, & Abilities

• Excellent customer service and communication skills, both verbal and written.


• Ability to work in a fast-paced environment.


• Must be able to stay organized and know how to prioritize the workload.


• Ability to work independently and as part of a team.


• Competency with computers and Microsoft Office 365 Suite.


• Advanced analytical skills.


• Familiarity with legal definitions and language


• Good leadership abilities

• Associate’s degree or equivalent


• (4) years of work experience in a general office and customer service environment including at least two (2) years of supervisory or management experience.


• Must be bondable


• Possess a valid driver’s license with a good driving record.


• Must attain Acknowledgement of Paternity Certification by Texas Attorney General’s Office and security clearance from Department of State Health Services – Vital Statistics Unit within one year.

While performing the duties of this position, the incumbent may be required to bend, hear, keyboard, sit, stand, talk, work alone and with others, and work overtime. Must be able to lift up to 25lbs.