Deputy Registrar

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.

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

None

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

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 expectations with each interaction.
• Coordinates and works closely with the Local Registrar and other Deputy Registrars in office operations and processing of vital records; rotates job duties regularly among the three core functions.
• Maintains thorough knowledge of department methods, policies, and procedures, in coordination with the Texas Vital Statistics Section.
• Handles customer questions from employees, citizens, and business contacts while maintaining confidentiality and complying with state statutes, rules, and regulations related 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, posting monies to appropriate accounts using the city’s accounting software system.
• Daily pulls records from the state database to examine and certify new birth and death records in accordance with Texas statutes and codes; issues certificates from local and state databases, exercising extreme diligence in reviewing and issuing legible and accurate records.
• Performs auditor duties of vital records, including scanning files for printability from an electronic format.
• Performs heavy data and data‑entry tasks—verifying, computing, posting, recording, naming, and reconciling—while filing and indexing 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 in the state.
• Updates amendments, replacements, and birth certificates marked deceased as reported by the Department of State Health Services.
• Processes Acknowledgement of Paternity documents and other related paternity functions; maintains contact with the Attorney General’s Office to incorporate procedural changes as required.
• Composes, types, and edits correspondence, reports, memoranda, forms, and other material requiring judgment regarding content, accuracy, and completeness.
• Operates listed office machines as required and performs other duties as assigned.
• Office duties may require working outside normal business hours (8:00 am–5:00 pm).

• Attends seminars and workshops locally or out of town, virtually 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 administered by the Texas Attorney General.
• Acquires and renews annual Voter Abstract Cyber Security certification administered by the Secretary of State Office.
• Acquires and renews Birth Registration certification every two years, administered by the Department of State Health Services Vital Statistics Office.