Chief Deputy County Clerk

Purpose of Position
The purpose of this position is to assist the County Clerk in administering and coordinating the activities of the office. This position acts as a department head in the absence of the County Clerk; supervise the day-to-day operations of the County Clerk’s Office; supervise the activities of staff, including effectively recommending personnel actions pertaining to hiring and disciplinary actions; maintain or supervise the maintenance of official documents and record information through manual and computerized applications; responsible for ballot preparation, printing and distribution; assure proper publication of official legal notices required by law for the department including election notices and County Board legal notices; assist in training Municipal Clerks regarding election administration; responsible for election management of WisVote for Wood County municipalities who contract with Wood County. Also performs confidential and administrative tasks for the County Board Chairperson.

Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
1. Assist the County Clerk in completion of his/her statutory duties of the office.
2. Assume the responsibilities of the County Clerk in his/her absence (i.e,. decision making, sign contracts, attend meetings, etc.).

Election Administration
1. Responsible for receiving and retaining forms associated with county candidates. Review the completed forms: Declaration of Candidacy, Campaign Registration Statement and Nomination Papers.
2. Prepare/publish election notices as required by State Statute.
3. Prepare election ballots for coding, layout, printing, distribution to the municipal clerks.
4. Prepare election supplies for distribution to municipalities clerks.
5. WisVote tasks - Assist with election setup, contests, candidates, referendum and all races that are entered to be sure of ballot access. Update and maintain current candidates for county and municipal contests. Print poll books for various municipalities. Verify and determine all WisVote data entry for all 34 municipalities is accurate.
6. Assist as needed in maintaining, storage and recycling of election material.
7. Serve on the Board of Canvass of state and county races.
8. Assist with election recounts for state, county and local offices.
9. Assist with election training for municipalities.
10. Constantly keep informed of all election law changes and make sure it distributed, trained and received by municipalities.
11. Maintain current election manuals and forms and disseminate to municipalities.
12. Answer, investigate and forward questions from the general public and municipalities.
13. Contact the Wisconsin Elections Commission with any questions and problems.
14. Assist with election night results to the website, media, candidates and public.
15. On election night, ensure election returns from municipalities are complete and accurate in preparation for County Board Canvass.

Services to the County Board
1. Oversee the preparation, publication and notification of the County Board weekly committee meeting agendas and packets to the public, county board and departments. Ensure dates, times, rooms and closed sessions are published accurately to comply with Wisconsin Open Meetings Law according to State Statute.
2. Review preparation, publication and notification of the County Board packet to the public, county board, website and departments. Ensure dates, times, rooms and closed sessions are published accurately in accordance with State Statute.
3. Take minutes for various committees and County Board.
4. Communicate with all county departments as needed to ensure proper documentation is included for various committees and boards agendas and packets
5. Prepare, coordinate and publish statutorily required publications related to county board, ordinances and resolutions.
6. Assist other county departments regarding proper procedures related to the county board rules.
7. Annually, compile and publish the official proceedings book.
8. Prepare documentation of monthly expenditures within financial software (Dynamics), print and include in monthly committee packets for approval.

Licenses and Permits
1. Issuing Passports: Provide accurate information, forms and guidance to ensure efficient application for a US Passport Book or Card. Accept, review and process completed applications according to the US Dept of State guidelines. Investigate, decipher, obey and maintain all facets of the passport process as directed by the US Dept of State. Maintain accurate and current inventories of passport forms to ensure availability to customers. Investigate, monitor and track all submitted passport application to ensure receipt to the US Dept of State, on a daily basis. Prepare daily reports and prepare completed applications for daily mailing to the US Dept of State. Maintain accurate record retention in accordance with US Department of State guidelines. Complete yearly training certification as required by US Department of State guidelines. Maintain accurate training records for employees as required by US Department of State guidelines. Maintain and oversee that office certification is completed, emailed and records are retained yearly in accordance with the US Department of State. Prepare and participate in On-Site Compliance checks conducted by the US Dept of State.
2. Marriage Licenses: Provide customers with current and correct information as to what is required by law to apply to be married. Accurately enter correct information within the Wisconsin Dept of Health Services-Vital Records system. Provide customers with tasks that are needed upon completion of the marriage ceremony. Verify and accept correct payment. Maintain current and updated manuals and procedures as required by WI law. Investigate any issues customers may have and consult with the Register of Deeds Office & State Vital Office as necessary.

Financial Duties
1. Compile department invoices with accuracy and efficiency.
2. Verify all monthly bills are paid on monthly basis (WiscMedia, United Mailing, UPS, etc.)
3. Enter invoice amounts to proper budget and line items within Dynamics (financial software).
4. Verify accurate payments by comparing with outgoing checks.
5. Compile and prepare monthly UPS and postage amounts due to each department.
6. Forward completed journal entries to Finance
7. Reconcile monthly personal UPS amounts, prepare and deliver deposit to Treasurer’s office.
8. Monitor and request funds for the postage machine to ensure postage money is readily available.
9. Ensure every financial transaction conducted is accurate – correct fees are collected and distributed to the appropriate budget line item.
10. Accurately reconcile daily cash drawer, and credit card payment statements, and forward deposit to Treasurer’s office. Maintain appropriate denominations in cash drawer for efficient process of making change.
11. Review, compile and reconcile sales tax collected and submit amount due for payment to the State of WI.
12. Assist with four department budgets for the County Clerk’s review.
13. Assist with monitoring budgets for proper accounting and usage.
14. Assist with apportionment of taxes to 34 municipalities.
15. Collect, request, document, reconcile and forward all payments collected from 34 municipalities in regard to dog licensing as required by WI Statute.
16. Monitor, request, and collect reports for all the dog listers within the county for proper reimbursement according to statute.
17. Reconcile end of year dog tag payments and disburse in accordance with both state statutes and county board policy.

Mail Clerk/UPS
1. Process and distribute incoming mail to appropriate departments.
2. Investigate mail that is incompletely addressed.
3. Keep updated with all United States Postal Service rate/fee increases/law changes and disseminate that information to all departments.
4. Prepare and forward daily reports to mail processing vendor.
5. Maintain appropriate funds in postage account.
6. Request and transfer funds to postage account as needed.
7. Maintain postage supplies.
8. Contact United States Postal Service with questions/concerns departments may have.
9. Maintain current/future lease of postage machine.
10. Perform light duty maintenance of postage machine as needed.
11. Contact postage machine vendor when repairs are needed or as questions/concerns occur.
12. Assemble outgoing mail for vendor pickup.
13. Accept and process all packages that need to be shipped via UPS.
14. Accurately enter all package information into the UPS database.
15. Provide customer/department shipping receipts.
16. Assemble package for delivery.
17. Notify UPS of pickup request.
18. Maintain all shipping documents.
19. Reconcile weekly/monthly/yearly shipping information.
20. Ensure appropriate funds are available in UPS account.
21. Process voucher for payment for replenishment, as needed.
22. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.
23. Any other duties as may be assigned.
24. Must be familiar with and exemplify the Wood County Core Values and serve with courtesy and respect in accordance with the Wood County Code of Conduct.

Additional Tasks and Responsibilities
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.
1. Supervise, direct duties and train office staff, including effectively recommending personnel actions pertaining to hiring and disciplinary actions.
2. Compile, publish and maintain County Directory.
3. Responsible for maintaining County’s Clerk’s webpage, in particular, publishing election results, county board members, and publicly noticing agendas.
4. Assume duties of any absent office staff.
5. Perform many other activities that are vital, yet may only be performed on an annual basis.