Vitals Record Clerk

Title: 251 - Vitals Record Clerk

Organization: City Secretary

Department: City Secretary

Location: City Secretary City Plaza

Rate of Pay:$16.95

Under the general direction of the Vital Statistics Supervisor, the Vitals Record Clerk is responsible for performing a variety of clerical and technical tasks related to the processing, filing, issuance, and preservation of official birth and death records. This position ensures that all records are managed in accordance with Texas state laws, local ordinances, and applicable regulatory standards, while delivering professional and courteous customer service to the public, internal departments, and interagency.

Daily responsibilities include scanning, indexing, and verifying all submitted vital records. The role also involves preparing home birth certificates, processing Acknowledgements of Paternity, and accurately cashiering all daily financial transactions. Additionally, the Vitals Record Clerk communicates and coordinates with funeral homes, hospitals, and government agencies to verify records, respond to inquiries, and ensure timely and accurate registration of vital events.

• Customer Service Oriented
• Vital Records Knowledge
• Systems Competence
• Attention to Detail
• Communication
• Organizational & Clerical Skills
• Document Handling
• Transaction Management
• Time Management
• Compliance & Confidentiality
• Legal Awareness:
  Applies Texas Health and Safety Code and other relevant regulations accurately.
• Collaboration & Responsiveness
• Teamwork
• Stakeholder Coordination
• Adaptability & Professional Growth
• Flexibility Continuous Learning

• Enters birth/death information into the City’s computer database; files hard copy of birth/death certificates.
• Acknowledges applicant signatures with proper identification, and collects fee associated with the requested vital record. Review and verify personal identification and eligibility for release of records, pursuant to the Title 25 Texas Administrative Code §181.28.
• Process requests for certified copies of birth and death certificates in compliance with the Texas Health and Safety Code.
• Processes birth certificate amendments and replacement records. Updates and maintains information in the City’s birth certificate database. Generates and issues copies of amended birth certificates.
• Accurately enter and retrieve vital records from the Texas Electronic Vital Events Registrar (TxEVER) and other systems.
• Assist all funeral homes to ensure proper, timely, and accurate filings of death certificates.
• Processes and completes online and mail requests daily.
• File, scan, and index birth and death records; ensure data integrity and confidentiality.
• Respond to public inquiries by email or in person, providing information regarding vital records procedures and requirements.
• Collect and process payments for services rendered; issue receipts and reconcile daily transactions.
• Maintain supply of secure paper and forms, ensuring proper documentation and inventory tracking.
• Follow established procedures for safeguarding sensitive and confidential information.
• Participate in training and professional development related to vital records policies, procedures, and systems.
• Ensure that proper documentation is received in order to prepare and process burial-transit permit (BTP) for funeral homes, as per TAC 181.2(b), for Supervisor approval.
• Attend required training for Texas Department of State Health Services Vital Statistics Section, City mandated OD&HR training, and other training, and professional development or retreats, as required.
• Knowledge of state laws and regulations regarding the issuance of vital records (training provided).
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and data entry systems.
• Ability to learn and use the TxEVER system efficiently.
• Excellent communication and interpersonal skills with a customer-first approach.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple tasks in a fast-paced environment.
• Strong ethics and discretion in handling sensitive personal information.
• This list of duties is not intended to be all-inclusive. Additional…