VITAL RECORDS ASSISTANT MANAGER, County Clerk
Tarrant County, Granite Heights, WI, United States
Overview
The Assistant Vital Records Manager assists in the daily functions of the County Clerk’s Office, overseeing Vital Records operations across multiple locations. The role ensures compliance with applicable statutes and regulations, maintains the quality and integrity of records reproduction and preservation, and supports a range of administrative and supervisory responsibilities.
Responsibilities
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.
Ability to stay organized and prioritize 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.
Four (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 the Texas Attorney General’s Office and security clearance from the Department of State Health Services – Vital Statistics Unit within one year.
Application Instructions
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.
Applicants will undergo background checks covering criminal history, 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
While performing the duties of this position, the incumbent may be required to bend, hear, use a keyboard, sit, stand, talk, work alone and with others, and work overtime. The incumbent must be able to lift up to 25 lbs.
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The Assistant Vital Records Manager assists in the daily functions of the County Clerk’s Office, overseeing Vital Records operations across multiple locations. The role ensures compliance with applicable statutes and regulations, maintains the quality and integrity of records reproduction and preservation, and supports a range of administrative and supervisory responsibilities.
Responsibilities
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.
Ability to stay organized and prioritize 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.
Four (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 the Texas Attorney General’s Office and security clearance from the Department of State Health Services – Vital Statistics Unit within one year.
Application Instructions
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.
Applicants will undergo background checks covering criminal history, 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
While performing the duties of this position, the incumbent may be required to bend, hear, use a keyboard, sit, stand, talk, work alone and with others, and work overtime. The incumbent must be able to lift up to 25 lbs.
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