Job Posting Details

Position Description, Responsibilities, Requirements, and Application Instructions

MONTGOMERY COUNTY Job Posting Announcement

Posting Date: 10.24.2023 Closing Date: Until filled

Position/Title: Deputy Clerk (II-IV)

Department: County Clerk

Salary: Salary Range $70,000+ (salary commensurate with experience)

GENERAL DESCRIPTION:

The County Clerk is the registrar, recorder, and custodian of all documents that pertain to the county courts, county courts at law, real and personal property, and vital statistic records. The Montgomery County Clerk’s Office is looking to fill the Administrative Manager II position, with an authentic and dynamic leader to oversee the Vital Statistics Division. The ideal candidate should have a proven track record of ensuring consistent and effective execution of systems and processes with optimal use of department and organizational resources. The position is ideal for an innovative leader; one who establishes a vision and initiates direction; fosters and builds team confidence; and has the ability to motivate others to reach a common goal. To be successful in this position, the ideal candidate must be proactive, embrace and lead change, and be people-centric. Having the ability to lead with tenacity and diplomacy is essential in this role. Applicants who fit this profile are strongly encouraged to apply.

The Administrative Manager II, Vital Statistics Division directs their team by utilizing resources and training professionals and support staff through subordinate managers and is a vital member of the senior leadership team. As a direct report to the Chief Deputy to the County Clerk and the Elected Official himself, this candidate has oversight and the responsibility of the strategic planning, development, implementation, and evaluation of business and administrative functions for the Vital Statistics Division. The position provides leadership and strategic direction to other members of the Montgomery County Executive Team to advance County Clerk initiatives and goals. The Administrative Manager II is also responsible for overseeing and developing personnel policies and procedures and actively participating in the strategic planning activities of the Division. To drive impact, the Administrative Manager II must be a forward and critical thinker who operates with integrity, personal and team accountability, and functions as a leader in innovation.

The Ideal Candidate

The ideal candidate is one who has the ability to quickly acquire business acumen, successfully manage competing demands and priorities, empower and motivate diverse teams with varying skill sets, all while striving to deliver services in an innovative, efficient, and quality manner. The ideal candidate is (a):

• Change Leader
• Relationship Builder
• Collaborator
• Results-oriented
• Resourceful
• Motivator
• Inclusive
• Coach
• Understanding of Local/County Government
• Dependable
• Persuasive Communicator
• Objective
• Cooperative
• Resilient
• Consensus-Building

Job Classification

This is a job classification within the Management job family. This classification is intended to describe the most senior division director level positions in one of the largest, most complex County departments responsible for administrative functions. This classification typically directs through subordinate managers and supervisors.

Essential Job Duties

1. Develops and directs core administrative functions and systems related to vital statistics and staff development; manages the day-to-day operations through subordinate managers and supervisors.
2. Oversees management and staff, including hiring, training, performance evaluation, disciplinary actions and dismissals, and ensures activities are consistent with County Clerk goals and objectives. Seeks and creates opportunities for improved performance, learning, and development of staff. Identifies and addresses problems and/or resolves conflicts.
3. Administers, develops, implements and directs comprehensive Vital Statistics programs, services, and activities in compliance with county and department-wide policies and procedures to establish positive employer-employee relationships, resolve highly complex employee relations issues, and promote a high level of employee morale.
4. Oversees and implements departmental functions, including staffing, employee relations, classification, compensation, recruitment/retention, and benefits, training, and guidance on day-to-day operations in compliance with Federal, State, and County policies.
5. Provides competent direction, advice, and counsel to the Department Head, Division Directors, Managers, and Supervisors regarding complex Vital Statistics issues. Facilitates problem-solving strategies. Serves as a liaison and works in cooperation with a multitude of internal and external departments and agencies, as required.
6. Counsels and coaches employees on complex issues, concerns, and grievances related to professional development and other work-related issues. Provides direction to management and employees on conflict resolution.
7. Provides leadership in the development of departmental organizational and staff development strategies.
8. Designs, develops, presents, coordinates, facilitates, and evaluates learning strategies and training programs and initiatives for department employees.
9. Develops, directs, and manages division Vital Statistic budget. Plans future budgetary requirements. Evaluates and reports on division performance.
10. Represents the department and serves as a liaison for local and statewide committees and task forces, advisory groups, and the general public.
11. Performs other job-related duties as assigned.

Knowledge, Skills, and Abilities

1. Maintain confidentiality of records as required by law.
2. Communicate effectively, both orally and in writing.
3. Use computers and other office equipment efficiently.
4. Perform assigned duties without continual supervision and make sound, independent judgments.
5. Manage multiple and changing priorities as may be necessary.
6. Establish and maintain effective working relationships as necessitated by work assignments.
7. Effectively deal with the public in a professional and positive manner consistent with the requirements of being a public servant.
8. Works with hospitals and funeral home requests for information on laws and policies.
9. Follows guidance on all policies and procedures.
10. Resolves discrepancies on birth and death records by reviewing, analyzing, and correcting per state and county guidelines.
11. Collects the necessary documents, data, and information for the correct completion of birth/death certificates and/or other types of vital records.
12. Provides guidance to customers for the correct completion of all relevant forms.
13. Reviews relevant files (such as medical records) to identify relevant necessary information.
14. Reviews completed forms for accuracy ensuring that all fields are filled out correctly and signatures are included.
15. Makes certified copies.
16. Interacts with other departments, agencies, & elected officials.
17. Utilization, enforcement, and understanding of Local, State, and Federal codes and guidelines.
18. Identification Verification.
19. Builds and maintains internal and external communication lines and relationships with Public Health, funeral homes, healthcare professionals, and other stakeholders (as needed).
20. Function under extreme pressure with a demand for speed and accuracy and meet frequent deadlines.

Education

• Bachelor’s Degree or higher (Preferred).
• High School Diploma or GED (Required).
• General management skills with previous experience (5+ years preferred).
• Able to lift up to 30 pounds.
• Must be able to pass a criminal background check (must be bondable).

Application Information:

An application must be completed for each position. No résumés accepted in lieu of an application form. Applications can be downloaded from the Montgomery County “Employment Opportunities” link.

Please return the completed application to:

Jessica Morris: Jessica.Morris@mctx.org

Montgomery County is an Equal Opportunity Employer. A background check will be required of finalists. New or rehired potential employees will be required to provide documentary proof of their eligibility for employment. Montgomery County is a public employer; therefore, all applications are public information.

Contact

Jessica Morris: Jessica.Morris@mctx.org | Phone: 936-760-6939