ASSOCIATE CLERK III - VITAL RECORDS, County Clerk

Summary

THIS POSITION MAY CLOSE AT ANY TIME ONCE A SUFFICIENT

NUMBER OF APPLICATIONS HAVE BEEN RECEIVED

Provides customer service to constituents of the County Clerk’s Office. Receive and file new death certificate filings. Create and file new homebirth records. Index, scan, and verify documents. Conduct meetings with parents of homebirth babies, verifying whether sufficient proof exists to justify creation of birth certificate. Produce certified copies for individual customers and funeral homes and track security paper used. Performs all cashiering and balancing functions. Retrieve images from film inherited from City of Fort Worth and properly produce these images for customers. Scan and index images, then verify the index and image. Complete Acknowledgements of Paternity by conducting meetings with families and helping them to make life decisions. Use TER (Texas Electronic Registry) to download birth and death records and to upload death records.

Essential Duties And Responsibilities

• Inspects all incoming documents for filing to determine if they meet state and departmental requirements and acknowledges application signatures with proper identification.
• Enters departmental documents in County software program, scans all documents after processing, and verifies each image.
• Processes cashiering transactions including fee collection and credit card transactions and balancing. Balances daily receipts and shares responsibility of daily bank deposits in absence of supervisor.
• Performs searches for all requested documents. Produces certified copies of any requested document filed in department.
• Utilizes microfilm machines forbirth and death record searches. Cleans microfilm images when necessary for useable copies. If copy is not usable, maintains consistent contact with Texas Department of State Health Services for replacement birth and death records.
• Processes and records all completed marriage licenses that includes inspecting the marriage licenses, recording them in the computer, scanning and verifying the images, and mailing them back to the couples. Rejects all marriage records that do not have all criteria needed to finish processing.
• Generates birth certificates from state-wide network according to state law.
• Process requests for CPS, local law enforcement, District Attorney’s Office, and any other qualified agency with birth certificate verification requests.
• Keeps track of individual security paper usage for birth and death certificate certified copies.
• Sets appointments and coordinates Acknowledgement of Paternity (AOP) process. Conducts meetings with families in completing the final Acknowledgement of Paternity to determine if all information is verifiable, then approves to file the AOP.
• Sets appointments and mails out information for parents who have a home birth. Inspects and approves or denies all documentation according to state law. Creates birth certificates for home births in our registrar area.
• Ensures proper, timely, and accurate filings of death certificates from all funeral homes in our registrar area. Maintains a good rapport with funeral home directors. Maintains daily entry of birth and death information into the Texas Electronic Registration System (TER) for all filed birth and death records.
• Processes and completes daily mail and subpoenas on a daily basis.
• Issues and processes all five documents (for births, deaths, marriages, assumed names, and military discharges) according to state law including keeping current on all aspects of state statues.
• Answers phones to provide departmental information, explains County website usage, and provides directions to all seven locations.
• Rotates duties at six sub-courthouse locations when necessary.
• Performs all other related duties as assigned.
  
  

Minimum Requirements

• High School Diploma or equivalent.
• Three (3) years general office work is required.
• Must be bondable, able to pass a state security clearance, obtain annual State certification in order to work with families in conducting Acknowledgements of Paternity, and possess a valid Texas Driver’s License.
• Must attain AOP certification through Office of the Attorney General within six (6) months of start date.
• Familiarity with scanning equipment and computer keyboarding.
• Ability to work face-to-face with customers.
• Good communication, interpersonal, and multi-tasking skills.
• Proficiency with keyboarding and word processing/spreadsheet software.
• Knowledge of State Vital Records programs preferred .
  
  

If hired, must provide proof of educational attainment at new hire processing.

Tarrant County will conduct background checks on new hires that will include a criminal background check and may include credit reports, motor vehicle records, employment records or educational attainment.

Physical Demands And Work Environment & Other Requirements

While performing the duties of this position, the incumbent is regularly required to bend, carry, hear, keyboard, lift below the waist, lift between waist and shoulder, lift overhead, tolerate noise, reach, perform repetitive tasks, see color, see near, sit, squat, talk, use his/her hands, drive a vehicle, walk, and work alone and with others. Incumbents may face verbally abusive or intimidating customers occasionally.