Clerk

Deputy Clerk Senior

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.

Under general direction, the Deputy Clerk Senior performs a variety of administrative, clerical and supervisory 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 Senior provides services to the general public and to all of the operating departments and agencies of the County. The work involves treating a variety of problems and situations. 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

Responsibilities

• Assists the Chief Deputy with training and work direction to subordinate staff.
• Assists customers and callers regarding County Clerk filings and directs them to the appropriate office or staff.
• Receives payments for documents filed for record and issues receipts.
• Reconciles payments received on a daily basis.
• Sends, receives documents and correspondence for copies or certified documents.
• Files marks documents as they come in and distribute them to the appropriate office personnel.
• Files new documents and enters information into computer system.
• Performs searches, locate and retrieves recorded information staff, other county staff and the public.
• Ensure that dataentered is correct.
• Reconciles daily cash.
• Performs routine office procedures such as answers telephone, issues receipts, process mail, photocopies, and locates files for the general public.
• Assists with scheduling of staff for the substation locations.
• Inspects all incoming documents for filing to determine if they meet state and departmental requirements.
• 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.
• Also must be able to balance daily receipts.
• In addition, shares responsibility of daily bank deposits in absence of supervisor.
• Handle the issuance, processing and scanning of marriage licenses according to State statutes.
• Handle the issuance, processing and scanning of assumed names according to State statutes.
• Handle the issuance, processing and scanning of Military Discharges (DD214) according to State statutes.
• Maintains daily entry of information into the Texas Electronic Registrar System (TER) for birth and death records and generates birth certificates from a separate state-wide network according to State law.
• Sets appointments and coordinates Acknowledgement of Paternity (AOP). Conducts meetings with families to complete the Acknowledgement of Paternity process.
• 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.
• Assist all funeral homes to ensure proper, timely, and accurate filings of death certificates.
• Answers phones to provide departmental information, explains County website usage, and provides directions to all four locations.
• Processes and completes online, mail and subpoena requests on a daily basis.
• Performs all other related duties as assigned.
• Post foreclosures notices online for the public review.
• Assist when needed in the posting of Commissioners' Court minutes online.
• Prepares documentation for Commissioners' Court, assist in court and monitors the work flow of signed documents.
• Issues Birth/Death/Marriage Licenses.
• Prepares 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; and serves as a court liaison with law enforcement agencies and mental health hospitals.
• Prepares and maintains reporting procedures in compliance with the Office of Court Administration policies and procedures.
• Collects fines, fees, and court costs from defendants as imposed by the Court; reviews, verifies, and evaluates applications for payment extensions; conducts in person interviews and underwrites payment plans.
• Ensures that outside collection agency and Omnibase fees are added to long-term delinquent accounts.
• Ensures confidentiality of all defendant information and records; performs data entry and file maintenance of court records; responds to requests for information; maintains and distributes material
• Performs other duties as assigned.

Education and/or Experience

Education and/or Experience

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

• Requires High School degree or equivalent.
• Requires four years secretarial experience, office management or closely related field including six months lead work or supervisory experience or general office experience.
• Bilingual may be preferred (Spanish/English).

Other Qualifications, Certificates, Licenses, Registrations

Class C driver's license. Knowledge Required

• Exceptional knowledge of basic arithmetic and algebra including add, subtract, multiply, and divide.
• Exceptional knowledge of legal terminology and cash management.
• Exceptional knowledge of code of judicial conduct.
• Exceptional knowledge of federal, state, and local laws such as Texas Family Code, Local Government Code, Texas Property Code, Health and Safety code, Business and Commerce code, AG Opionions.
• Exceptional knowledge of collections, accounting, and finance.
• General knowledge of Hays County regulations, procedures and fiscal policies.
• General knowledge of general office procedures and practices.
• General knowledge of basic hardware.
• General knowledge of basic word processing/personal computer software including MS Word, Excel and uses of a variety of different computer operating systems.
• General knowledge of operating a variety of office equipment including personal computer, scanner, photocopier, fax and telephone.
• General knowledge of assigned department forms, rules, procedures and guidelines.
• General knowledge of department codes.
• General knowledge of modern business office practices and procedures.
• General knowledge of a body of standardized rules, procedures, or operations to perform the full range of clerical assignments and to resolve recurring clerical problems.
• General knowledge of grammar, punctuation, spelling, and arithmetic functions.
• General knowledge of general office and accounting procedures.
• General knowledge of department codes.
• General knowledge of assigned department forms, rules, procedures and guidelines.
• General knowledge of telephone etiquette and customer relations.

Required Skill

• Proficient skill in preparing a variety of documents using prescribed format and conforming to all rules.
• Exceptional skill in establishing and maintaining effective working relationships with county staff and the general public.
• Exceptional skill providing information and assistance to the assigned office staff and customers.
• Exceptional skill in the supervision of others and the general skill in conducting presentations and training sessions.
• Exceptional skill in operating standard office equipment, such as personal computers, calculators, scanners, telephones and copier.
• Exceptional skill in reception, telephone etiquette and customer relations.
• Exceptional skill in gathering/compiling/analyzing data