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. No supervision exercised.

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

• Provide premier customer service for both internal and external customers, striving to exceed expectations with each interaction.
• Coordinate and work closely with the Local Registrar and other Deputy Registrars in office operations and vital records processing; rotate job duties among the three core functions.
• Maintain a thorough knowledge of the department’s methods, policies, and procedures in coordination with the Texas Vital Statistics Section.
• Assist customers, maintaining confidentiality and complying with state statutes, rules, and regulations pertaining to vital statistics operations.
• Maintain good working relationships as the first contact with local institutions such as hospitals, funeral homes, physician offices, Justice of the Peace/Medical Examiner offices, and mortuary services.
• Handle cashiering functions, including receipt of birth/death certificates and other payments; post monies to appropriate accounts using the city’s accounting software system.
• Daily pull records from the state database to examine and certify new birth and death records in accordance with Texas statutes and codes; issue birth and death certificates from local and state databases; review and issue legible and accurate vital records.
• Perform auditor duties of vital records, including scanning files for printability from an electronic format.
• Perform heavy data and metadata entry, verifying, computing, posting, recording, naming, and reconciling; file and index birth and death certificates.
• Process home births, burial transit permits, and certificates for Child Protective Services and funeral homes.
• Provide a monthly voter abstract report to the Secretary of State, Bowie County Voter Registrar, and other appropriate voter registrars within the state.
• Update amendments, replacements, and birth certificates marked deceased as reported by the Department of State Health Services.
• Process acknowledgement of paternity documents and maintain contact with the Attorney General’s Office to incorporate procedure changes as required.
• Compose, type, and edit correspondence, reports, memoranda, forms, and other material requiring judgment regarding content, accuracy, and completeness.
• Operate listed office machines as required and perform other duties as assigned.
• Office duties may require working outside normal business hours between 8:00 am and 5:00 pm.

• Attend seminars and workshops, locally or out of town, as assigned, whether virtual or in person.
• Submit to a Vital Statistics criminal background check required by Austin to access the TxEVER database.
• Acquire and renew annual acknowledgement of paternity certification required and administered by the Texas Attorney General.
• Acquire and renew annual voter abstract cybersecurity certification required and administered by the Secretary of State Office.
• Acquire and renew birth registration certification every two years, required and administered by the Department of State Health Services Vital Statistics Office.

• Graduation from high school or GED equivalent with specialized coursework in general office practices such as typing, filing, accounting, and bookkeeping.
• One to two 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.

• Working knowledge of computers and electronic data processing.
• Working knowledge of modern office practices and…