Deputy Clerk

STARTING SALARY RANGE : $45,864.00 to $50,668.80, depending on experience. FLSA STATUS : Nonexempt, hourly. EMPLOYEE CLASSIFICATIONS : Fulltime. JOB SUMMARY The Deputy Clerk is responsible for performing various clerical duties as needed to expedite the efficient and effective delivery of public services afforded through the office of the County Clerk.  Other duties and responsibilities may be assigned. ESSENTIAL DUTIES & RESPONSIBILITIES   INTERDEPARTMENTAL COLLABORATION : Assists with all general duties, collection of fees, and customer service aspects of the County Clerk’s Office including but not limited to : vehicle titles and title applications; security agreements / UCCs; marriage licenses and applications; recording of legal documents; indexing, lien searches, research; processing of accounts payable and fixed assets. Participate in the development and implementation of goals, objectives, policies, and priorities for the Clerk’s Office. Follows directions and works under supervision for moderately complex duties with significant and critical time constraints; duties typically follow a consistent pattern and are generally governed by law. Interprets, explains, and applies the laws and policies pertaining to the County Clerk’s office functions.   PUBLIC RELATIONS : Answers the telephone and assists the public in a courteous manner; provides assistance and general information on office functions; routes calls to other staff and / or departments as needed. Maintains absolute confidentiality of information and data.   ACCOUNTS PAYABLE (These duties MAY be assigned at the County Clerk’s discretion) : Assist with the coordination of County action in the accounts payable, and account reconciliation processes. Learn and perform a variety of routine and repetitive clerical accounting duties related to the processing, maintaining, and preparing of accounts payable, accounts receivable, account reconciliation, and related tasks. Ensure the adherence to law and established policies, including security and integrity protocols, in all tasks.   PAYROLL (These duties MAY be assigned at the County Clerk’s discretion) :   Responsible for the monthly payroll processing for all compensated employees, including payroll tax reporting, payments and filings; as well as clearing payroll liabilities from the books in a timely manner and keeping accurate records for auditing purposes.  Maintains and provides requested and appropriate documentation for the auditors.  Maintains knowledge of statutory requirements and payroll law; recommends policy changes to maintain compliance.  Maintains accurate records of garnishments and child support deductions; supplies timely and well-written documentation to the employee.   ELECTIONS ADMINISTRATION (These duties MAY be assigned at the County Clerk’s discretion) : Assist with the coordination of County actions in the electoral process, including preparation of ballots and public notices; absentee ballot processes; and election judge hiring and training. Assists with and become proficient in the work methods, techniques, and use and operation of election equipment; assists with the preparation of voting equipment and conduct of all public testing and audits; assists with the transportation of all election equipment during elections. Registers voters; maintains information on computerized voter registration system; generates and maintains election records as assigned. Accepts applications for candidate filings, PAC filings and statements of expenditures; maintains comprehensive records on all required filings; conduct Special Elections and coordinate with other departments as needed. Assists with the preparation of all election materials for Primary and General Elections, as well as all post-election requirements; assists with ensuring all election requirements, deadlines, and tasks are met as required by law. Ensures the adherence to established election laws and policies, including security and integrity protocols.                                                     CORE COMPETENCIES In an effort to create organizational clarity, and to empower its employees, Converse County has identified seven core competencies that all elected officials and employees are expected to meet in order to help fulfill the mission of Converse County.  It is expected that all elected officials and employees will meet their responsibilities as detailed below, including observable commitment to the mission of Converse County and these values.   COMMUNICATION : Expresses ideas and thoughts both verbally and in written form; Exhibits good listening and comprehension; Keeps others adequately informed; Selects and uses appropriate communication methods; Demonstrates active listening skills.   COOPERATION : Establishes and maintains effective relations; Displays positive outlook and pleasant manner; Exhibits tact and consideration; Offers assistance and support to co-workers; Works cooperatively with supervisor and co-workers ; Collaborates effectively with other departments as needed; Adapts to changes in work environment, procedures, and assignments; Manages competing demands; Accepts criticism and feedback; Changes approach / method to best fit the situation / work assignment .    CUSTOMER SERVICE : Displays courtesy and sensitivity; Manages difficult / emotional customer situations; Responds promptly to customer needs; Meets commitments; Solicits customer feedback to improve service; Shows consideration for internal and external customers by upholding confidentiality and privacy of information and data obtained through the course of work .   DEPENDABILITY : Consistently reports to work on time ready to begin work; Responds promptly to requests for service and assistance; Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments ; Possesses time management and organizational skills.   INITIATIVE : Volunteers readily; Seeks increased responsibility; Identifies opportunities to improve systems & procedures; Asks for help when needed ; Exhibits ability to learn and apply new skills; Requires minimal supervision; Displays understanding of how job relates to others ; Exhibits creative thinking and problem-solving skills.    JUDGMENT : Displays a willingness to make decisions and critical thinking skills; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision making process; Makes timely decisions; Maintains workspace and all County-owned equipment and materials in a professional manner .   QUALITY : Demonstrates accuracy and thoroughness; Displays commitment to excellence; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality ; Prioritizes and plans work activities; Uses time efficiently; Plans and uses available resources; Works in an organized and efficient manner; Exhibits attention to detail in daily job responsibilities. SUPERVISORY RESPONSIBILITIES & COMPETENCIES SUPERVISORY RESPOSIBILITIES : This position is a non-supervisory position. MINIMUM QUALIFICATIONS QUALIFICATION REQUIREMENTS : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and / or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   Education / Experience : High school diploma, GED, or equivalent. Minimum of three (3) years of experience in clerical work with training / course background in basic office practices and procedures; AND one (1) year of experience in a multi-function office setting. Any equivalent combination of experience and / or education from which comparable knowledge, skills, and abilities are demonstrated may be considered. Language Skills : Skilled in effective verbal and written communication, including email and telephone etiquette. Bilingual in English and Spanish preferred, but not required. Mathematical Skills : Ability to perform basic mathematical calculations quickly and accurately. Reasoning Ability : Understanding of or ability to learn State Statutes and the ability to interpret laws and effectively communicate such requirements to the public. Other Knowledge, Skills, and Abilities : Knowledge of principles and procedures of record keeping and reporting. Ability to meet deadlines, multi-task, and work under pressure. Knowledge of pertinent federal, state, and local laws, codes, and regulations. Knowledge of operational characteristics of equipment and tools used for elections. Knowledge of basic accounting and bookkeeping practices. Certificates, Licenses, Registrations : Must possess and maintain a valid Driver’s License; ability to be insured under the County’s automobile insurance coverage; must be at least 18 years of age; ability to be bonded; ability to obtain and maintain notary public. This position is subject to satisfactory criminal background check, drug and alcohol screening, and credit check. PHYSICAL DEMANDS / WORK ENVIRONMENT             PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   Ability to perform minimal physical activity such as lifting and moving boxes of paper, files, etc. WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   Work is performed in a fast-paced, detail-oriented office environment covering a broad spectrum of statutorily required work performed on behalf of the public. Modern office practices, methods, computer equipment and software applications, including Microsoft Office Suite, are used frequently. The noise level in this work environment is usually moderate to low. Must be able to occasionally work after hours and on weekends, when scheduled. Must be able to occasionally travel with possible overnight stays, when scheduled. GUIDELINES All elected officials and employees are required to follow the established guidelines of Converse County to include, but are not limited to, the employee handbook, safety policies and procedures, and departmental policies and procedures. These guidelines require judgment, selection, and interpretation in application.  Converse County is an at-will employer, as stated in the Converse County Personnel Policy & Procedure Manual.  This means that either party – the employee or the employer – may end employment at any time, with or without cause, with or without notice.  All the terms, conditions, and benefits of employment with the County are subject to change at any time, with or without notice, at the discretion of the County Commissioners. Converse County is an Equal Opportunity Employer and is committed to creating a diverse and inclusive work culture.  Converse County prohibits unlawful discrimination of all protected classes.   Powered by JazzHR

Salary : $45,864 - $50,669