Deputy Clerk - Official Public Records

Deputy Clerk

This position is located in Dripping Springs.

Under general direction, the Deputy Clerk performs a variety of clerical and administrative functions to process and maintain official records and documents of Hays County. The duties involve the performance of specific operations that include analytical and clerical tasks and procedures, to process, organize, categorize, and maintain official public records, vital documents, plats, and Commissioner Court Minutes of Hays County and of the County Clerk of Hays County office.

The Deputy Clerk provides services to the public and to all the operating departments and agencies of the County. The product of the employee's work affects the operation of the department that may include the well-being of persons that are not employed in the department. Provides service to Vital Records customers that consist of the issuance and filing of marriage licenses, assumed names, birth records, death records and military discharges (DD214).

Daily duties include scanning, indexing, and verifying all records received and filed. Additional duties include the creation of home birth certificates and Acknowledgements of Paternity. Responsible for the cashiering of all daily transactions. Individuals in this position serve at the pleasure of the current elected official.

Responsibilities include assisting customers and callers regarding County Clerk filings or directing them to the appropriate office or staff, receiving payments and issuing receipts for documents filed for record and reconciling payments received daily, sending, receiving, and filing real property related documents and correspondence, filing marks documents as they come in and distributing them to appropriate office personnel, copying and certifying documents, performing searches, locating, and retrieving information for staff, other county staff and the public, receiving and filing stamps documents, and verifying information provided.

Additionally, the Deputy Clerk inspects all incoming documents for filing to determine if they meet state and departmental requirements, enters and scans information into the computer system, ensures that data entered is correct, files, records, indexes, and research records, processes and maintains official records such as land records, UCC records, assumed name records, birth and death records, marriage licenses and miscellaneous records, including copying records onto CD's, uploading to FTP site.

The Deputy Clerk acknowledges applicant signatures with proper identification, and collects fee associated with these filings. They perform searches and produce certified copies for all customer requested documents filed in the Vital Records Department. They handle all cashiering transactions, which include fee collection and credit card transactions via Certified Payments system. The Deputy Clerk handles the issuance, processing and scanning of marriage licenses, assumed names and Military Discharges (DD214) according to State statutes.

They maintain daily entry of information into the Texas Electronic Vital Events Register (TxEver) for birth and death records and generate birth certificates from a separate state-wide network according to State law. The Deputy Clerk sets appointments, coordinates, and consults with families to complete Acknowledgement of Paternity (AOP) documents. They utilize microfilm machine to obtain copies of birth and death records.

They maintain communication with local law enforcement, District Attorney's Office, and other government agencies for birth and death certificate verification requests. The Deputy Clerk assists all funeral homes to ensure proper, timely, and accurate filings of death certificates. They answer phone and mail requests and aid customers in person to provide departmental information, explain County Clerk website usage, and provide directions to all four County Clerk locations.

The Deputy Clerk posts foreclosure notices online for the public review. They assist when needed in the posting of Commissioners' Court minutes online. The Deputy Clerk prepares documentation for Commissioners' Court, assists in court, and monitors the workflow of signed documents. They issue Birth/Death/Marriage Licenses. They prepare and issue Death Notices to the State and other Counties. The Deputy Clerk assists customers in person or on the telephone;

reviews and responds to public correspondence. They respond to inquiries for information on official public records, Commissioners' Court, or Issuance of Marriage records. The Deputy Clerk prepares, certifies, and mails or provides document and record copies to requesting parties. They determine and collect fees following established guidelines. They operate personal computer to enter and retrieve information. The Deputy Clerk reviews, sorts, and organizes documents or instruments filed daily.

They conduct business at any County Clerk location, including San Marcos, Kyle, Dripping Springs, and…