Administrative Assistant - County Clerk's Office

This position is responsible for providing administrative staff assistance to the County Board of Supervisors, County Board Committees, and the County Clerk.  Additionally, this position performs general office duties and supports the licensing requirements for the County Clerk's office as well as performing general accounting duties and staff assistance to the election process.

Include the following. Other duties may be assigned.  This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. 

Perform general office duties:  primary telephone and front desk reception, typing, data entry, faxing, copying, filing, scanning, and processing mail.

Act as first point of contact via telephone and walk-in customers providing information, direction, and referral services for all areas of county government.

Conduct personal interview of marriage license applicants.   Review relevant documents and vital records necessary for the preparation of marriage licenses. 

Ensure that all information relating to marriage licenses are available at all times including providing public information requested by news media.

Order and maintain the supply of office products including Dog License supplies.

Publish legal notices related to Dog Licensing.

Act as an agent of the State of Wisconsin for the issuance of Dog License tags and supplies to the municipal treasurers.  Reconcile, collect, and maintain the dog license records.

Update and maintain the County Board Proceedings for the County Board as required.

Request, distribute and maintain up-to-date lists of Wisconsin State Statute recipients.

Request, distribute and maintain newspaper qualification certifications.

Maintain financial reports and process information as needed.

Perform daily cash applications.

Reconcile accounts and prepare end of year reports.

Process Certified Survey Maps, collecting fees and providing required information regarding transactions to the Land Use and Resource Management Department.

Receive, review, create and distribute the Statistical Report of Property Values book from the source documentation provided by the Wisconsin Department of Revenue.

Maintain the document management system including filing and indexing contracts.

Provide staff assistance in the preparation and maintenance of the County Directory and maintain the departmental website as requested.

Supply forms and information to prospective candidates and prepare additional information relating to the election process.

Review and accept for filing ballot access forms for prospective candidates including nomination papers, campaign registration statements and declaration of candidacy.

Maintain and update the County Clerk hard copy of the Walworth County Code of Ordinances.

Provide assistance, direction, and education to municipal clerks regarding topics like Elections and dog licensing.

Provide staff assistance for the conduct of elections in Walworth County and act as staffing back up for the statutorily required posting of election night materials to the County website.

Provide staff assistance at the County Board meetings as needed.

Generate purchase orders for the department (if required).

Requisition and receive against purchase orders (if required).

Complete Asset Disposal and Transfer forms for surplus property disposal and maintain inventory of all fixed assets each year.

Distribute and check in election materials and supplies, maintaining accurate records of the items distributed and received.

Upon request, serve on the County Board of Canvass during the canvass or during recounts.

Work with outside publishers to provide County information and statistics.

Assist staff in the County Clerk’s Office with general office duties such as correspondence, mailings, and filing.

Complete miscellaneous duties including, but not limited to, processing of timber cutting notices and responding to public records requests and student letters.

Enter voter participation records in the WISVOTE System when required.

Provide administrative support and prepare minutes for assigned County Board committees and sub-committees including the following:

Take notes necessary for preparation of draft committee minutes.

Set up meeting room prior to committee meetings, including electronic equipment such as Media Site for video viewing, FTR recorder, and Crestron to facilitate web video access to the meeting.  Load and set up laptop for presentations, as requested.

Distribute presentation materials and packets to committee members.   Display committee agenda on kiosk outside of committee meeting room.  Prepare and display any required closed session notices.

Prepare and secure signatures for mileage/per diem sheets and submit to Finance for payment.

Provide a courtesy copy of draft minutes to responsible department heads prior to distribution in the County Board packet.

Communicate with department heads, appropriate departmental staff, County Administration and County Board Supervisors the results of committee meetings including votes, actions to be taken, items to be tabled and/or included in future agendas, directives for staff and matters requiring follow up.

Provide miscellaneous clerical staff assistance to County Clerk, Deputy County Clerk and other Administrative Assistants upon request.

Demonstrate a commitment to county safety and risk management efforts.

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 and/or Experience 

High school diploma or equivalent competencies plus two additional years of formal preparation, and two to three years of relevant prior experience. Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs.   Proven experience in legal and election terminology.

Interactions & Communication

Responds to requests and initiates contacts to exchange basic or general information with others.

Decision Making

This position has authority to make decisions that are within detailed procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or work unit within the department and information is provided with additional research and observations which contributes to the decision-making process.

Thinking & Problem Solving

In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.  This position requires a strong ability to problem solve independently, as well as a high level of attention to detail.

Tools and Equipment Used 

Telephone FAX Machine

Scanner Copy Machine

Personal Computer/Printer Barcode Scanner

Optical Scan and TSX Voting Devices ICE Voting Device

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. The noise level in the work environment is usually moderate.

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. While performing the duties of this job, the employee is regularly required to talk or hear.  The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms.  The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 100 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.

Formal electronic application; rating of education and experience; oral department interview; reference check; background check and post-offer medical examination including drug screen.  Other job-related tests may be required.

Salary : $22 - $32