Deputy County Clerk

 TITLE: DEPUTY COUNTY CLERK

 DEPARTMENT:
COUNTY CLERK

 LOCATION:
GOVERNMENT CENTER

 SUPERVISOR:
COUNTY CLERK

 PAY GROUP:   13        

SUMMARY:

Assist County Clerk in all phases of office procedures. Performs a variety of clerical, typing, accounting, purchasing and computer related tasks associated with the work of the County Clerk’s Office and related work as required.

DUTIES AND RESPONSIBILITIES:

• Departmental receptionist. Provide assistance and backup to updating official directory, property insurance report, annual reports, drafting resolutions, coordinating all meeting agendas for Clerk and proper meeting notices, compiling meeting packets, and maintaining meeting information on the county website as necessary.


• County Purchasing Agent coordinates all activities of county purchasing to include processing requisitions, obtaining quotes and bids, registrations and hotel reservations and issuing purchase orders when the County Purchasing Agent is unavailable. Complies with County Ordinance and State Statutes regarding purchasing regulations and laws.


• Process payments for utilities, monthly billing for certain departments and local municipalities as needed. (when FT is unavailable)


• Maintain records of County Supervisor and Lay Board member meeting attendance, travel and related expenses for the purpose of preparing the claims for payment and year end reports as needed. (when FT is unavailable)


• Provide assistance and backup in the preparation and distribution of election supplies to the municipalities and be involved in the training for municipal clerks in the election process. Provide assistance and backup to all other election related activities within the County Clerk department. Maintain statutory retention of election results for all municipalities.


• Keep a file of all County Board proceedings along with updates to the County Code and resolution index.


• As Deputy County Clerk issue marriage licenses and keep record of all licenses issued; sell DNR licenses to the public.


• Backup to maintaining employee ID badge


• Accept and execute and maintain passport records in accordance with the Passport Acceptance Agency.


• Collect and distribute County mail and packages to departments as appropriate; Maintain records on the billing of the outgoing mail.


• Maintain and distribute dog license tags, information, and newspaper notices for all municipalities.


• Provide assistance to other departments as needed or as time

SKILLS AND ABILITIES:

• Understanding of computer operations, and the ability to trouble shoot computer problems, will be designated as the departmental “super Computer User”


• Understanding and ability to follow directions


• Understanding elections and state statutes and laws governing the County


• Ability to type


• Ability to do accurate accounting


• Ability to work cooperatively with other staff members and the general public


• Must have initiative and be a self-starter, be able to work with little or no direct supervision


• Must be tactful, courteous, helpful and friendly


• Skilled in the use of general office equipment including but not limited to: telephone, copy machine, calculator, computer terminal, fax machine and printing equipment

QUALIFICATIONS:

EDUCATION: High school diploma and two years at a university, community college, business school in accounting and secretarial skills, or equivalent.

EXPREIENCE/JOB KNOWLEDGE: Four to five years office experience. Must be Proficient in computer operations with advanced knowledge of Microsoft products.

 WORKING CONDITIONS:

PHYSICAL DEMANDS: Up to 75% of the time is spent talking, hearing, handling objects or fingering which includes typing or writing. Walking, sitting, using far and near vision, are used 65% of time. Activities are done 5% of the time include stooping, kneeling, climbing, reaching, low to medium lifting (10-20 lbs.), carrying (10 lb. objects). Crouching, balancing, bending, or twisting would be required.

ENVIRONMENTAL DEMANDS: 100% of the time is spent indoors.

This is a public service position. Employees are required to be courteous, cooperative and respectful at all times with the public and clients. This includes establishing and maintaining courteous, cooperative and respectful working relationships with other employees, supervisors and public officials.

This position description has been prepared to assist in defining job responsibilities, physical demands, working conditions and needed skills. It is not intended as a complete list of job duties, responsibilities and/or essential functions. This description is not intended to limit of modify the rights of any supervisor to assign, direct, and control the work of employees under supervision. The county retains and reserves any and all rights to change, modify, amend, add to or delete from, any section of this document as it deems, in its’ judgement, to be proper.

April 2026