Deputy Clerk - Official Public Records

THIS POSITION IS LOCATED IN DRIPPING SPRINGS

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below.  This list of responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary                                                                                                         

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.

Responsibilities 

• Assists customers and callers regarding County Clerk filings or directs them to the appropriate office or staff.
• Receives payments and issues receipts for documents filed for record and reconciles payments received daily.
• Sends, receives, and files real property related documents and correspondence.
• File marks documents as they come in and distribute them to appropriate office personnel.
• Copies and certifies documents.
• Performs searches, locates, and retrieves information for   staff, other county staff and the public.
• Receives and files stamps documents, and verifies information provided.
• Inspects all incoming documents for filing to determine if they meet state and departmental requirements.
• Enters and scans information into computer system.
• Ensure 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.
• Acknowledges applicant signatures with proper identification, and collects fee associated with these filings. 
• Performs searches and produces certified copies for all customer requested documents filed in the Vital Records Department. 
• Handles all cashiering transactions, which include fee collection and credit card transactions via Certified Payments system. 
• Handles the issuance, processing and scanning of marriage licenses, assumed names and Military Discharges (DD214) according to State statutes. 
• Maintains daily entry of information into the Texas Electronic Vital Events Register (TxEver) for birth and death records and generates birth certificates from a separate state-wide network according to State law. 
• Sets appointments, coordinates, and consults with families to complete Acknowledgement of Paternity (AOP) documents. Sets appointments and creates birth certificates based on information provided by parents who have had a home birth. The process includes inspection, approval or denial of all documentation based on State law. 
• Utilizes microfilm machine to obtain copies of birth and death records. 
• Maintains communication with local law enforcement, District Attorney's Office, and other government agencies for birth and death certificate verification requests. 
• Assists all funeral homes to ensure proper, timely, and accurate filings of death certificates.
• Answers phone and mail requests and aids customers in person to provide departmental information, explain County Clerk website usage, and provide directions to all four County Clerk locations. 
• Posts foreclosure notices online for the public review.
• Assists when needed in the posting of Commissioners’ Court minutes online.
• Prepares documentation for Commissioners’ Court, assists in court, and monitors the workflow of signed documents.
• Issues Birth/Death/Marriage Licenses.
• Prepares and issues Death Notices to the State and other Counties.
• Assists customers in person or on the telephone; reviews and responds to public correspondence.
• Responds to inquiries for information on official public records, Commissioners’ Court, or Issuance of Marriage records.
• Prepares, certifies, and mails or provides document and record copies to requesting parties.
• Determines and collects fees following established guidelines.
• Operates personal computer to enter and retrieve information.
• Reviews, sorts, and organizes documents or instruments filed daily.
• Conducts business at any County Clerk location, including San Marcos, Kyle, Dripping Springs, and Wimberley.
• Performs other duties as assigned.

      Any combination of experience or training may be substituted on a year for year basis.

• Valid Texas Class C driver’s license.
• Will be subject to a criminal history background check.