Job Description

About This Position

Job Description:

Vital Records Assistant

Purpose:

To assist the public in acquiring birth certificates, death certificates, and other vital records.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Assist the public with the acquisition of vital records; sell, type and register birth and death certificates; fill out affidavits.
• Send information letters to home birth parents.
• Review death certificates for completeness, cause of death and necessary signatures.
• Register all county deaths; sign burial permits; make certified copies of death certificates to be distributed to funeral homes, customers, coroner's office and vital records department.
• Prepare transactions for mailings.
• Calculate end of day sales and prepare check vouchers.

Responsibilities - Supervisor and/or Leadership Exercised:

• None.

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of city, state and Federal statutes, rules, ordinances, codes and regulations relating to recordable documents.
• Knowledge of medical terminology.
• Knowledge of the principles of file systems, case files and records management.
• Knowledge of court processes, legal terminology, and records available through City resources.
• Knowledge of City and Department policies and procedures.
• Knowledge of the principles and practices of inventory control.
• Skill in interpreting policies and procedures with firmness, tact and impartiality.
• Skill in assessing and prioritizing multiple tasks, projects and demands.
• Skill in working within deadlines to complete projects and assignments.
• Skill in establishing and maintaining effective working relations with co- workers and other City employees.
• Skill in operating a personal computer utilizing a variety of standard software.

Minimum Qualifications:

• Graduation from an accredited high school or equivalent, plus three (3) years of experience in a field related to general clerical/secretarial experience.
• Any combination of related education and experience may be substituted

Licenses and Certifications Required:

• None.

Preferred Qualifications:

• Work experience in a Vital Records office that registers and issues birth and death certificates at the local or state level.
• Work experience providing customer service in a high-volume, fast-paced environment.
• Work experience interpreting rules, regulations, policies and procedures and conveying them to others.
• Work experience involving confidential records, documents, and/or other information.
• Work experience in cash handling or point of sale (POS) experience.
• Bilingual in English and Spanish.

Notes to Candidate:

Position Overview:

This position is responsible for the processing of customer requests for Vital Records services. Services include issuance of certified copies of birth and death certificates, either in person, by mail, or through online orders; issuance of burial transit permits; providing information and referrals related to vital records. Work must be carried out in compliance with Texas Health & Safety Code and Texas Administrative Code statutory requirements, in addition to City of Austin and Office of Vital Records policies and procedures to ensure the proper protection of confidential vital records documents and information.

Austin Public Health

This position supports Austin Public Health’s Mission and Core Purpose identified in the Austin Public Health Strategic Plan. Departmental Competencies related to the position can be found on Austin Public Health’s website.

Important Posting Information:

• This job posting will close at 11:59 PM the day before the Job Posting Close Date listed.
• This posting is only required to stay open for 7 days and may close any time thereafter.
• We recommend saving or printing a copy of the job posting for your records. Closed posting cannot be viewed in Workday.

Application Submission:

• A complete City of Austin employment application is required to apply. Please provide dates (month and year) for each job history entry. While a resume may be required, it will not substitute for a completed application. Incomplete applications will not be considered.
• An assessment(s) may be administered as part of the interview process.

Electronic Notification to Applications:

Applicants will be notified via e-mail of important information regarding application status. Please ensure your email address and contact information is current and correct.

Salary and Benefits:

Salary is commensurate with experience and qualifications. This position comes with a comprehensive benefits package consisting of medical and dental coverage, paid sick, vacation, and personal time, and a retirement plan.

• Salary Range is $22.05 - 24.26 hourly
• This position comes with a comprehensive benefits package that includes medical and dental coverage, paid sick leave, vacation and personal time, and a retirement plan.

Physical Work Location:

7201 Levander Loop Building C, Austin, TX 78702

Hours:

Monday – Friday 7:45am-4:45pm

**This position requires 100% in office/ field work per week. Evenings and weekends may be required on occasion, especially during an emergency response. **

Immunization Requirement:

Austin Public Health employees must comply with the department’s immunization policy.

Travel:

This position may require travel to multiple work locations.

Tobacco-free Workplace:

The City of Austin is a tobacco-free workplace. Use of tobacco products and/or e-cigarettes is not permitted on any City of Austin worksite- including construction sites, parking lots, garages, or in personal vehicles parked on the premises.

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.
• Value and Innovation: Work in an environment where employees are valued, and innovation thrives.
• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.
• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.
• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.
• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.
• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

EEO Statement for City of Austin:

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.