First Deputy - County Clerk

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Performs the County Clerk's duties during an absence.
• Under the direction of the Clerk, administers various election responsibilities including managing the WisVote Voter System at the county level, generating system reports, absentee ballot tracking, maintaining contact with municipal clerks, reviewing media notices and ballot information for accuracy, assisting with election training, providing election information to media and general public, assists in canvassing election results, assists with recounts, oversees election supplies and supply inventory.
• Provides Administrative Support to the County Board of Supervisors. Certifies copies of resolutions and ordinances, dockets and maintains files, reviews and edits County Board minutes; attends meetings and takes meeting minutes as requested, assemble documents and prepare meeting room for County Board sessions.
• Receives county committee meeting notices, agendas and minutes; analyzes for time sensitivity; submits to media; maintains files; may attend various committee meetings and prepares agendas and minutes.
• Provides administrative support to the County Clerk. Prepares and edits correspondence, documents and spreadsheets, reviews and edits meeting minutes, assists with updating and maintaining county webpages assigned to the County Clerk’s office, etc.
• Enters data for County Board and Committee Meeting Per Diem and Mileage Reimbursement and prepares reports to submit to the Finance Department; contacts County Board Supervisors with reimbursement request questions; contacts County Board Chair to authorize requests.
• Provides materials to the County Board of Supervisors; reviews documents for time-sensitivity content.
• Reviews and dockets claims filed against the County; submit to Administrative Operations Manager for claims processing.
• Trains new and existing staff. May assign or direct tasks to County Clerk staff.
• Performs all functions assigned to Second Deputy as needed daily.
• Prepares and distributes the monthly St. Croix County Committee meeting calendar; distribute to state reps, media, County Board and County employees.
• Prepares tax deeds and sale of tax deed property per Wisconsin State Statutes.
• Serves as a passport acceptance agent per Federal Government regulations including accepting, proofing and processing applications; taking passport photos; maintains applications log.
• Public record maintenance and tracking.
• Assists with Dog Licensing duties including maintaining dog license records, monitoring Dog License Fund, processing dog damage claims.
• Reviews invoices for accuracy; consults vendors with invoice concerns; prepares vouchers for invoice payment; submits to the Finance Department.
Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of Wisconsin Elections Law.
• Knowledge of Wisconsin Open Meetings Law and Open Records Law.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to maintain accurate and legible notes.
• Ability to read and accurately interpret statutory language regarding administrative details of the legal process.
• Knowledge of County policies, procedures and practices.
• Knowledge of local government organization and its departmental operating requirements.
• Ability to establish and maintain effective working relationships with others.
• Considerable knowledge of modern office practices and procedures.
• Ability to analyze and prepare organizational and functional reports from research data.
• General knowledge of standard office procedures, practices, equipment and office assistance techniques.
• Knowledge of the use of a multi-line telephone system.
• Ability to type accurately at a reasonable rate of speed.
• Ability to operate standard office equipment and perform word processing and/or data entry.
• General knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
Ability to work the allocated hours of the position.

LANGUAGE SKILLS

• Ability to communicate effectively with other members of the staff, supervisor, and the public.
• Ability to communicate clearly and concisely in both written and verbal form.
• Must be proficient in workplace English and spelling.
Ability to read County policies and procedures; written instructions, general correspondence; SDS sheets, safety manuals, maps, etc.

MATHEMATICAL SKILLS

REASONING ABILITY

• Ability to understand and effectively carry out verbal and written instructions.
• Ability to develop, interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Ability to define problems and deal with a variety of situations.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Ability to maintain discretion regarding business-related files, reports and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
• Organizational and time management skills needed to meet deadlines.
• Must have ability to work accurately with attention to detail.
• Ability to maintain confidentiality.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to analyze facts and to exercise sound judgment in arriving at conclusions.
• Ability to define problems and deal with a variety of situations.
Ability to use good judgement and effectively solve problems.

PHYSICAL AND WORK ENVIRONMENT:
The physical and work environment characteristics described in this description 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 or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

PHYSICAL REQUIREMENTS

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to environmental conditions.
Work is generally in a moderately noisy location (e.g. business office, light traffic).

WORK ENVIRONMEN T

MINIMUM QUALIFICATIONS:

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

• High School Diploma or equivalent required.
• Associates degree in Business Administration or related field is preferred.
• Minimum of three (3) years’ work experience in an administrative or customer service position.
• Work experience in local government, county clerk, or municipal clerk setting preferred, but not required.
Equivalent combination of training, education, and experience which provides the required knowledge, skills, and abilities may be substituted for above listed requirements.

LICENSES, CERTIFICATES, AND OTHER REQUIREMENT

• Must be bondable.
Must obtain Passport Acceptance Agent Certification – initial training and annual recertification.

Full Pay Range: $25.80 - $35.95/hour
Expected Pay Range: $25.80 - $29.19/hour
FTE: 1.0
Department: County Clerk

St. Croix County is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We take affirmative action to ensure equal opportunity for all applicants without regard to an individual’s race, color, age, religion, sex, sexual orientation, national origin, gender identity, disability, marital status, veteran status, or other legally protected characteristics.