Deputy Registrar - City of Edinburg
Edinburg, TX
About the Job
I. JOB SUMMARY
The purpose of this position is to perform a varied number of Vital Statistics functions with supervisory responsibilities. Other duties include serving as backup for the Local Registrar, implementing vital statistics regulations and policies, performing general clerical office duties, providing customer service to the public, and other duties as required.
II. EDUCATION REQUIREMENTS
Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.
Requires under and including one (1) year of experience in Statistics Laws, Procedures, and Statute Guidelines.
III. EMPLOYMENT REQUIREMENTS
- Applicant will be subject to a complete background investigation. Incomplete, inaccurate and/or failure to report information will cause the applicant rejection from consideration.
- Applicant must take and pass a pre-employment drug test administered by the City of Edinburg at the City’s expense.
- Must have a current valid class “C” driver’s license from the Texas Department of Public Safety with a satisfactory driving record.
- Certified Notary Public.
- Bilingual English/Spanish Preferred.
IV. SKILL ABILITY REQUIREMENTS
- Requires a basic knowledge of records maintenance and working knowledge of Vital Statistics.
- Work requires the occasional direction of helpers, assistants, seasonal employees, interns, or temporary employees.
- Communications and public relations skills.
- Work requires the use of standard technical skills appropriate to the work environment of the organization.
- Intermediate computer skills in a Microsoft Windows environment; includes Excel, Word, Publisher, database management, and record keeping.
- Familiarity with Vital Statistics Laws, Procedures, and Statute Guideline Updates.
V. ESSENTIAL JOB FUNCTIONS
Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.
- Maintain accountability measures to secure records, detract fraudulence, and provide follow-up for prosecution of violators; maintain confidentiality and integrity of records and other departmental documents; maintain communication and coordination with hospital and funeral personnel to accumulate birth and death record information;
- Prepare purchase orders, monthly billings, vital statistics reports, check requisitions, request for proposals, and travel requests; assist in preparing data for reporting to various agencies; assist in agenda preparation
- Issue vital statistics permits; record process of Vital Statistics Records; assist vital statistics customers, issue death and birth certificates, and handle money from revenues; maintain accountability for properly operating a cash register; receipt revenues for the department.
- Scan and OCR Index Vital Statistics and other records; utilize Optical Imaging System; maintain a backup of all automated/imaged records and indexes; inventory working files (record copies) for retention
- Schedule “On Call” rotation; abide by and enforce the dress code; supervise certain departmental staff; practice all City policies and procedures; use safety equipment when necessary; maintain certain office equipment; research and recommend purchases for Vital Statistics supplies and equipment; coordinate staff to back up departmental areas when needed.
- Act as a backup or assist with other departmental tasks.
VI. EQUIPMENT/MATERIALS
General office and safety equipment/materials to include but not limited to the following:
- Personal computer
- Copier/Fax Machine
- Printer/Scanner
- 10-key Calculator
- Cash Register
- Postage/Mail Machine
- Telephone
VII. WORK CONDITIONS
Relatively free from unpleasant environmental conditions or hazards. Office environment.
VIII. PHYSICAL DEMANDS
The job has no significant hazards and the physical demands are light. Duties involve working with lightweight materials, and/or using force equal to lifting about 20 pounds.