What are the responsibilities and job description for the Deputy County Clerk/Program Assistant position at Wood County, WI?
WHO WE ARE:
As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality services is a shared goal across all departments.
WHAT WE OFFER:
In addition to who we are, Wood County team members are offered competitive salaries, flexible schedules, and excellent benefits, including:
GENERAL FUNCTION
To perform lead reception and clerical duties required by the Office and County Board, working from established procedures and instructions.
RESPONSIBILITIES
A. ESSENTIAL FUNCTIONS
1. Perform public reception tasks, including but not limited to, answer phones and greet public, provide timely and accurate information as well as effectively communicate in all situations.
2. Work independently to research questions from public and courthouse personnel regarding all aspects of responsibilities within the County Clerk’s Office, including but not limited to, elections, County Board related matters, transient merchant permits, county liability claims. Provide timely and accurate information.
3. Prepare weekly meeting notices and agendas; ensure meeting notices comply with Open Meetings Law per Wisconsin Statutes.
4. Issue various licenses, including but not limited to, marriage and dog licenses according to State Statutes and established procedures. Review passport applications to ensure that all required information has been provided and acceptable guidelines have been met.
B. OTHER JOB DUTIES
1. Reconcile main cashbox weekly; separate various revenues for deposit with County Treasurer.
2. Generate monthly totals for various departments’ expenses; copies, UPS, and postage. Complete journal entry sheet, verify for accuracy and forward to Finance Department for posting.
3. Review and pay monthly bills as directed. Utilize County software to prepare vouchers and post information for payment.
4. Type minutes from Committee meetings in a timely manner, as assigned.
5. Process incoming and outgoing county mail efficiently to meet scheduled deadlines. Maintain postage meter and be knowledgeable about postal and private carrier regulations.
6. Order postage, permits and supplies for mail machine.
7. Provide oversight for the scheduling of Courthouse meeting rooms using the Microsoft Outlook software program. Respond to questions when users need further information on scheduling the meeting rooms.
8. Organize and dispose of election related material in accordance with state and federal guidelines.
9. Ensure all forms and supplies that are needed in the function of the County Clerk’s office are in stock and current.
10. Issue and disburse timber cutting permits.
11. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.
12. Any other duties as may be assigned.
13. 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.
14. Provide notary services to customers.
15. Other job duties as assigned.
Minimum Training and Experience Required to Perform Essential Job Functions
High School diploma, with a minimum of one to two years post secondary education, in a related field, required. Four to five years relevant experience required. Typing skills of 50 w.p.m. preferred. Knowledge of election administration desirable. Must accurately and efficiently operate a computer and software (Word, Excel, and County required) and to learn any changes that may occur. Demonstrated ability to communicate orally and deal with the public in a courteous professional manner. Accuracy and attention to detail is essential. Ability to problem solve and prioritize work independently is required. Because individual will work with limited supervision, the ability to understand and follow oral and written directions, along with reasoning skills is required. Reading, writing, adding, and subtracting skills are needed.
Basic office equipment used: telephone, typewriter, calculator, copy machine, FAX machine, computer terminal and printing equipment.
As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality services is a shared goal across all departments.
WHAT WE OFFER:
In addition to who we are, Wood County team members are offered competitive salaries, flexible schedules, and excellent benefits, including:
- Health Insurance - we offer low premiums and low deductibles, with excellent coverage!
- Dental Insurance
- Vision Insurance
- Wisconsin Retirement System (WRS) - This is one of the best-funded public pension plans in the U.S.!
- 457 deferred compensation plan
- Vacation and Sick Time - Start accruing for both on your first day!
- 10 Paid Holidays
- Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
- Life Insurance
- Short and Long-Term Disability
- Wellness Incentive Plan
- Public Student Loan Forgiveness (PSLF) program
GENERAL FUNCTION
To perform lead reception and clerical duties required by the Office and County Board, working from established procedures and instructions.
RESPONSIBILITIES
A. ESSENTIAL FUNCTIONS
1. Perform public reception tasks, including but not limited to, answer phones and greet public, provide timely and accurate information as well as effectively communicate in all situations.
2. Work independently to research questions from public and courthouse personnel regarding all aspects of responsibilities within the County Clerk’s Office, including but not limited to, elections, County Board related matters, transient merchant permits, county liability claims. Provide timely and accurate information.
3. Prepare weekly meeting notices and agendas; ensure meeting notices comply with Open Meetings Law per Wisconsin Statutes.
4. Issue various licenses, including but not limited to, marriage and dog licenses according to State Statutes and established procedures. Review passport applications to ensure that all required information has been provided and acceptable guidelines have been met.
B. OTHER JOB DUTIES
1. Reconcile main cashbox weekly; separate various revenues for deposit with County Treasurer.
2. Generate monthly totals for various departments’ expenses; copies, UPS, and postage. Complete journal entry sheet, verify for accuracy and forward to Finance Department for posting.
3. Review and pay monthly bills as directed. Utilize County software to prepare vouchers and post information for payment.
4. Type minutes from Committee meetings in a timely manner, as assigned.
5. Process incoming and outgoing county mail efficiently to meet scheduled deadlines. Maintain postage meter and be knowledgeable about postal and private carrier regulations.
6. Order postage, permits and supplies for mail machine.
7. Provide oversight for the scheduling of Courthouse meeting rooms using the Microsoft Outlook software program. Respond to questions when users need further information on scheduling the meeting rooms.
8. Organize and dispose of election related material in accordance with state and federal guidelines.
9. Ensure all forms and supplies that are needed in the function of the County Clerk’s office are in stock and current.
10. Issue and disburse timber cutting permits.
11. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.
12. Any other duties as may be assigned.
13. 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.
14. Provide notary services to customers.
15. Other job duties as assigned.
Minimum Training and Experience Required to Perform Essential Job Functions
High School diploma, with a minimum of one to two years post secondary education, in a related field, required. Four to five years relevant experience required. Typing skills of 50 w.p.m. preferred. Knowledge of election administration desirable. Must accurately and efficiently operate a computer and software (Word, Excel, and County required) and to learn any changes that may occur. Demonstrated ability to communicate orally and deal with the public in a courteous professional manner. Accuracy and attention to detail is essential. Ability to problem solve and prioritize work independently is required. Because individual will work with limited supervision, the ability to understand and follow oral and written directions, along with reasoning skills is required. Reading, writing, adding, and subtracting skills are needed.
Basic office equipment used: telephone, typewriter, calculator, copy machine, FAX machine, computer terminal and printing equipment.
