Deputy County Clerk II

Full-Time, Non- Exempt

Starting Hourly Wage: $23.92-$30.58

This position requires the incumbent to effectively assist customers directing calls, inquires, and performing the duties of the County Clerk in their absence. Establish and maintain relationships with the public, outside vendors, and other government agencies. Must be free of Federal and State felony conviction, as well as any misdemeanors relating to breach of trust, fraud, embezzlement, or dishonesty in carrying out a responsibility involving public trust. Assists with preparing and disseminating meeting notices and agendas in compliance with open meetings law. Works with, and coordinates with, all departments for production of County Board packets and standing committee packets. Assists with preparing and coordinating statutorily required publications related to County Board meetings, ordinances and resolutions. Executes accurate and timely processing of passport applications, marriage license applications, and reviews and gathers materials related to licensing, elections, and the County Board. Adhere to the department’s policy of maintaining confidentiality. Works independently, prioritizes daily work and long-term assignments, and works under pressure of dedicated timelines. Manages complex daily functional operations of the office in accordance with statutory requirements. Implements methods of indexing of historical records. Must be familiar with general accounting principles. This position requires the incumbent to assist in keeping the office functioning on the highest level of efficiency and accuracy as possible.

Essential Functions And Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position. Other duties may be required and assigned.

20% County Board/Committees:

Assists and prepares with the coordination of all departments of the monthly County Board packet for production into Intelligent Meeting Management Software (IMQ2). Assists with preparing and coordinating statutorily required publications related to County Board meetings, ordinances, and resolutions using Civic Plus web-based management system. Schedules County Board meetings and Committee meetings on all applicable calendars. Creates and distributes agendas; attends and records minutes for County Board and Committee meetings in accordance with open meetings law. Facilitates Open Meeting Technologies software during County Board meetings in conjunction with the Chairperson. Acts as the County Board Liaison; assists Supervisors with information technology. Prepares and displays any required closed session notices. Prepares for newly elected or appointed County Board members and newly appointed or reappointed citizen members. Records meeting attendance, maintains member information for County Board and citizen committee members.

18% Passports:

Must be free of Federal and State felony conviction, as well as any misdemeanors relating to breach of trust, fraud, embezzlement, or dishonesty in carrying out a responsibility involving public trust. Must be able to pass the Passport Acceptance Agent Exam and maintains required training and certification to be an Acceptance Agent. Takes acceptable photos as directed by Federal Guidelines, and ensure correct payment is collected. Assists the public with scheduling appointments; in person and by phone. Maintains service standards in accordance with the Passport Agent’s Reference Guide (PARG) by reviewing the passport application for proper completion, collects documentary evidence of birth in the United States or Naturalization, and gathers the evidence submitted as proof of identity. Monitors Priority Mail tracking of passport applications until confirmed as received by National Passport Processing Services. Assists with bi-yearly audit conducted by the National Passport Processing Services. Works with passports photo vendor regarding software and equipment troubleshooting. Maintains confidentiality.

17% Marriage Licenses:

Confirms both the appropriate legal documentation and applicant’s eligibility to marry per guidelines set by State Statute and the State Vital Records Office. Assists the public with scheduling appointments in person and by phone. Reviews documentation requirements to present at appointment with the applicant. Accurately inputs applicant data into the Statewide Vital Records Information System (SVRIS) and collects application payment(s). Accredited to release the marriage license and approve waiver requests. Maintains confidentiality.

15% Administrative Support:

Performs the duties of the County Clerk in their absence per State Statute. Maintain Ozaukee County’s Code of Ordinances and the Policy and Procedure Manual. Maintains record retention schedules following guidelines set by the Wisconsin Public Records Board and Historical Society. Scans and indexes paper and electronic records. Maintains historical records for County Board and Citizen Committee members. Answers incoming calls for the County Switchboard and County Clerk’s Office and provides direction to the correct department by using online and/or in-house resources. Responsible for filling office supply orders from department requests and manages inventory and re-ordering of supplies from various vendors. Tracks opportunities to streamline operation strategies and works with current vendors on cost saving measurements. Prepares the official county directory of public officials. Maintains the Official County Directory, in-house employee and department directories, and other directories under the purview of this office for print or website posting and distribution. Schedules room reservations. Maintains County Administrator’s calendar for meetings and committee appointments. Prepares and secures signatures from board and committee members for mileage/per diem sheets and submits to Finance for payment. Processes incoming and outgoing business mail and packages.

12% Elections:

Assists voters with election-related questions. Assists in providing municipal clerks with information and guidance on questions concerning elections. Maintains election management in the Statewide Voter Registration System (WisVote). Follows guidelines from the Wisconsin Elections Commission in regards to accepting candidate information for county elected offices and adhere to campaign finance laws for county elected offices. Provides support to the Chief Deputy County Clerk with preparation of election materials and newspaper notices. Assists with election equipment testing. Orders supplies, follows election retention procedures, and other duties as assigned prior, during and after elections.

5% Information Technology Support:

Provides support, ongoing training, and troubleshooting to the County Board Supervisors regarding Open Meeting Technologies software and their County issued devices. Provides support to staff pertaining to Intelligent Meeting Management Software (IQM2). Responsible for preparing the County Board Room; including voting hardware, microphones, cameras, and screens/monitors to ensure equipment is running at optimal performance. Maintains the County Clerk web page using Civic Plus web-based management system.

10% general Accounting:

Reconciles all cash drawer balances, audits transactions, and deposits monies with the Treasurer’s Office for receipting. Monthly tracking of budget and performance metrics, creating reports, accessing office reports from county software programs.

2% Dog Licensing:

Prepares, issues, and records annual dog tag distribution to municipal treasures and reconciles dog reports as they come in throughout the year. Ensures proper publication of legally required official notices for municipalities. Prepares annual dog listing report for the County Board.

1% Notarial Services:

Maintains notary credentials through the Wisconsin Department of Financial Institutions and provides notary services to County staff and the general public as authorized per State Statute.

Supervision Exercised

None.

Minimum Education Qualifications

Education and/or Experience Requirements:

• Associate degree in Business Management or related field preferred
• Two or more years of customer service experience and general office procedures
• Successful completion of a criminal background investigation is required for employment
  
  

Licenses, Certifications, and Other Requirements:

• Passport acceptance agent - may obtain certification after hire
• Notary public – may obtain certification after hire
  
  

Minimum Knowledge, Skills, And Abilities Qualifications

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

• Ability to understand and follow directions.
• Ability to follow established work rules, policies and procedures and able to exercise independent decision making in accordance thereof
• Ability to effectively communicate in both oral and written form
• Proficiency in typing, use of a calculator, personal computer and telephone.
• Must be able to perform moderately difficult bookkeeping, financial management and record keeping responsibilities.
• Computer experience and word processing experience is required
  
  

In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Physical Requirements

• Prolonged periods of sitting and working on a computer
• Must be able to lift up to 25 pounds at times
  
  

Work Environment

Work environment is fast-paced and can be stressful with varied challenges arising at any time while also dealing with agitated customers.

EOE / ADA Statement

Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.

Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.

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