Deputy Clerk - Official Public Records

Hays County•San Marcos, TX

13d

About The Position

Under general direction, the Deputy Clerk performs clerical and administrative functions to process and maintain Hays County official records and documents. The role involves analytical and clerical procedures to process, organize, categorize, and maintain public records, vital documents, plats, and Commissioners’ Court minutes. The Deputy Clerk serves the public and County departments and agencies, including providing Vital Records services and cashiering daily transactions. The position serves at the pleasure of the current elected official. The listed duties are illustrative and not comprehensive; other duties may be assigned, and reasonable accommodations may be made for individuals with disabilities.

Requirements

High school degree or equivalent.
Any combination of experience or training may be substituted on a year-for-year basis.
Valid Texas Class C driver’s license.
Subject to a criminal history background check.
Ability to perform each essential duty satisfactorily, with reasonable accommodations available as applicable.

Responsibilities

Assist customers and callers with County Clerk filings or direct them to the appropriate office or staff.
Receive payments, issue receipts, and reconcile daily payments for documents filed for record.
Send, receive, file, file-mark, and distribute real-property documents and related correspondence.
Copy and certify documents; search for, locate, and retrieve records and information for staff and the public.
Inspect incoming documents for compliance with state and departmental requirements; receive, stamp, verify, enter, scan, index, and organize records, ensuring data accuracy.
Process and maintain land, UCC, assumed-name, birth, death, marriage-license, and miscellaneous records, including copying records to CDs and uploading them to an FTP site.
Acknowledge applicant signatures after checking identification and collect associated fees.
Perform Vital Records searches and produce certified copies requested by customers.
Handle cashiering transactions, including fee collection and credit-card transactions through the Certified Payments system.
Issue, process, and scan marriage licenses, assumed names, and military discharges (DD214) according to state statutes.
Enter birth and death information daily in the Texas Electronic Vital Events Register (TxEver) and generate birth certificates through a statewide network according to state law.
Schedule appointments and coordinate with families to complete Acknowledgements of Paternity documents.
Schedule appointments and create birth certificates for home births based on information provided by parents; inspect documentation and approve or deny it according to state law.
Use a microfilm machine to obtain copies of birth and death records.
Communicate with local law enforcement, the District Attorney’s Office, and other government agencies regarding birth and death certificate verification requests.
Assist funeral homes with timely and accurate death-certificate filings.
Answer phone and mail requests; assist customers in person with departmental information, County Clerk website usage, and directions to County Clerk locations.
Post foreclosure notices online and assist as needed with posting Commissioners’ Court minutes online.
Prepare documentation for Commissioners’ Court, assist in court, and monitor the workflow of signed documents.
Issue birth, death, and marriage licenses; prepare and issue death notices to the State and other counties.
Review and respond to public correspondence and inquiries about official public records, Commissioners’ Court, and marriage-record issuance.
Prepare, certify, and mail or provide requested document and record copies; determine and collect fees according to established guidelines.
Operate a personal computer to enter and retrieve information.
Conduct business at County Clerk locations in San Marcos, Kyle, Dripping Springs, and Wimberley.
Perform other duties as assigned.