Vitals Record Clerk

Title: 251 - Vitals Record Clerk

Organization: City Secretary

Department: City Secretary

Location: City Secretary - City Plaza

Rate of Pay: $16.16

Job Summary

Under the general direction of the Vital Statistics Supervisor, the Vitals Record Clerk is responsible for performing a variety of clerical and technical tasks related to the processing, filing, issuance, and preservation of official birth and death records. This position ensures that all records are managed in accordance with Texas state laws, local ordinances, and applicable regulatory standards, while delivering professional and courteous customer service to the public, internal departments, and interagency. Daily responsibilities include scanning, indexing, and verifying all submitted vital records. The role also involves preparing home birth certificates, processing Acknowledgements of Paternity, and accurately cashiering all daily financial transactions. Additionally, the Vitals Record Clerk communicates and coordinates with funeral homes, hospitals, and government agencies to verify records, respond to inquiries, and ensure timely and accurate registration of vital events.

Competencies

• Customer Service Oriented
• Vital Records Knowledge
• Systems Competence
• Attention to Detail
• Communication
• Organizational & Clerical Skills
• Document Handling
• Transaction Management
• Time Management
• Compliance & Confidentiality
• Legal Awareness: Applies Texas Health and Safety Code and other relevant regulations accurately.
• Collaboration & Responsiveness
• Teamwork
• Stakeholder Coordination
• Adaptability & Professional Growth
• Flexibility Continuous Learning

Key Functions/Knowledge/Skills

• Enters birth/death information into the City’s computer database; files hard copy of birth/death certificates.
• Acknowledges applicant signatures with proper identification, and collects fee associated with the requested vital record. Review and verify personal identification and eligibility for release of records, pursuant to the Title 25 Texas Administrative Code §181.28.
• Process requests for certified copies of birth and death certificates in compliance with the Texas Health and Safety Code.
• Processes birth certificate amendments and replacement records. Updates and maintains information in the City’s birth certificate database. Generates and issues copies of amended birth certificates.
• Accurately enter and retrieve vital records from the Texas Electronic Vital Events Registrar (TxEVER) and other systems.
• Assist all funeral homes to ensure proper, timely, and accurate filings of death certificates.
• Processes and completes online and mail requests daily.
• File, scan, and index birth and death records; ensure data integrity and confidentiality.
• Respond to public inquiries by email or in person, providing information regarding vital records procedures and requirements.
• Collect and process payments for services rendered; issue receipts and reconcile daily transactions.
• Maintain supply of secure paper and forms, ensuring proper documentation and inventory tracking.
• Follow established procedures for safeguarding sensitive and confidential information.
• Participate in training and professional development related to vital records policies, procedures, and systems.
• Ensure that proper documentation is received in order to prepare and process burial-transit permit (BTP) for funeral homes, as per TAC 181.2(b), for Supervisor approval.
• Attend required training for Texas Department of State Health Services Vital Statistics Section, City mandated OD&HR training, and other training, and professional development or retreats, as required.
• Knowledge of state laws and regulations regarding the issuance of vital records (training provided).
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and data entry systems.
• Ability to learn and use the TxEVER system efficiently.
• Excellent communication and interpersonal skills with a customer-first approach.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple tasks in a fast-paced environment.
• Strong ethics and discretion in handling sensitive personal information.
• This list of duties is not intended to be all-inclusive. Additional responsibilities may be assigned as needed by the Vital Statistics Supervisor.

Minimum Education & Experience

High school graduation or GED plus three (3) years of experience of general office work is required.
Experience with confidential data handling is preferred.
Prior experience in Vital Statistics is preferred.
Prior experience with Microsoft Office: Word, Excel and Outlook, and Adobe Acrobat is preferred.
Knowledge of State Vital Records programs preferred.

Special Certifications & Licenses

Requires a Valid Texas Driver's License.
Must be able to pass a fingerprint based criminal background check, per the requirements of the Texas Department of State Health Services, Vital Statistics Section.
Must complete the Texas Department of State Health Services (DSHS) Vital Statistics Certification within six (6) months of hire.
Must obtain and maintain certification of Birth Registration Course (BRC), per Texas Administrative Code, and required to renew this certification every 2 years.
Must obtain and maintain certification of Acknowledgment of Paternity (AOP) Acknowledgement of Paternity (AOP) through the Office of the Attorney General within six (6) months of hire.

Independence & Judgement

Average judgment: must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules.

Initiative & Ingenuity

General guidelines: occasionally requires interpretation of available options to apply to non-standard situations; division goals drive priorities.

Supervisory & Responsibility

Does not supervise.

Financial Responsibility

Calculates amounts due, using some judgment; receives and processes larger amounts (several thousand dollars on one day not uncommon); balances receipts; brings problems to attention of supervisor.

Level & Frequency of Outside Contact

Frequent contact with the public or other organizations; interactions may require obtaining cooperation of people; courtesy and tact are required when dealing with moderately difficult or sensitive issues.

Physical Demands

Office job with little or occasional light physical effort.

Responsibility for Equipment & Property

Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office. Use of City vehicle.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville offers a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.

The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.

Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.
The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.
Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.