VITAL RECORDS ASSISTANT MANAGER, County Clerk

Summary

The Assistant Vital Records Manager assists in the daily functions of the County Clerk’s Office, overseeing Vital Records operations across multiple locations, ensuring compliance with applicable statutes and regulations, and maintaining quality and integrity of records reproduction and preservation. Responsibilities include supervising personnel, coordinating training, monitoring cash transactions and deposits, assessing budget needs, and maintaining productive relationships with internal departments and external agencies.

Supervisory Responsibilities:

Supervises one or more employees in the County Clerk’s office. Responsible for the overall direction, coordination, and evaluation of these employee(s). Carries out supervisory responsibilities in accordance with the county’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employee(s); planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist with supervision of Vital Records personnel at all locations; ensure coverage, schedule workflows, and adjust staffing to meet daily and project deadlines.

• Maintain up-to-date knowledge of and ensure compliance with relevant state statutes, rules, court orders, and County policies; perform daily quality-control reviews of scanned images and filed applications.
• Oversee scanning of documents with quality control; ensure proper preservation practices for Vital Records materials.
• Process fee transactions; balance receipts; complete daily deposits; perform receipt adjustments as needed; and monitor cashier balancing procedures.
• Design, implement, and deliver comprehensive training programs for subordinates; provide ongoing support for unusual or complex situations; coordinate registrar training.
• Monitor and maintain inventory of supplies and equipment; track and ensure proper use of state-issued security paper.
• Prepare monthly performance reports; assist in formulating future goals and anticipating budget needs; track and report computer-related issues affecting operations.
• Maintain daily communication with other departments and the general public; respond to inquiries, including those generated via public-facing channels.
• Periodically travel to all locations to deliver supplies, provide training, and assist staff.
• Perform other duties as assigned.

Knowledge, Skills, & Abilities:

• Excellent customer service and communication skills, both verbal and written.
• Ability to work in a fast-paced environment.
• Must be able to stay organized and know how to prioritize the workload.
• Ability to work independently and as part of a team.
• Competency with computers and Microsoft Office 365 Suite.
• Advanced analytical skills.
• Familiarity with legal definitions and language
• Good leadership abilities

Minimum Requirements

• Associate’s degree or equivalent
• (4) full-time years of work experience in a general office and customer service environment including at least two (2) full-time years of supervisory or management experience.
• Must be bondable
• Possess a valid driver’s license with a good driving record.
• Must attain Acknowledgement of Paternity Certification by Texas Attorney General’s Office and security clearance from Department of State Health Services – Vital Statistics Unit within one year.

IMPORTANT NOTICE

To be considered for this position, your application must be complete and clearly demonstrate that you meet the minimum qualifications. Please ensure that all sections of the application are fully completed, including Education (specifying the type of degree, field of study, and graduation status), Experience, and Certifications/Licenses . Resumes alone will not substitute for a completed application. Incomplete applications will result in disqualification, as eligibility for minimum qualifications cannot be confirmed without full documentation. If selected for hire, you will be required to provide proof of educational attainment during the onboarding process.

Tarrant County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudication in the past seven years and may include credit reports, motor vehicle records, employment records and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.

Physical Demands and Work Environment & Other Requirements

While performing the duties of this position, the incumbent may be required to bend, hear, keyboard, sit, stand, talk, work alone and with others, and work overtime. Must be able to lift up to 25lbs.

Tarrant County offers a full range of employee benefit programs for eligible employees, retirees, and their families. These programs include group health plans for medical, dental, and vision coverage; an Employee Assistance Program (EAP); life and long- term disability insurance; and flexible spending accounts for health care and dependent care reimbursements. The County also provides retirement benefits. Full time employees participate in the Texas County & District Retirement System (TCDRS), and employees may also participate in a retirement savings program (Deferred Compensation). In addition to these "basic employee benefits" and retirement services, employees benefit from a variety of other programs including 13 paid holidays, a Wellness Program, and more.

*Note: These benefits are for Tarrant County employees only. For benefit information regarding Community Supervision and Corrections Department (CSCD) employees, please contact Patrice Smith at (817) 884-1227.

• Associate’s degree or higher AND (4) full-time years of work experience in a general office and customer service environment including at least two (2) full-time years of supervisory or management work experience.
• High School diploma or GED AND (6) full-time years of work experience in a general office and customer service environment including at least two (2) full-time years of supervisory or management work experience.
• None of the above

• Yes
• No

• Yes
• No

Required Question