First Deputy - County Clerk chez St Croix County
St Croix County · Hudson, États-Unis d'Amérique · Onsite
- Professional
- Bureau à Hudson
POSITION SUMMARY:
This position assists the County Clerk in providing statutory and elective duties of the Office. This position performs administrative duties to support functions including elections, issuing marriage licenses, working with the County Board and various committees, maintaining county records, and providing exemplary service to the general public. This position serves as the County Clerk during an absence.
ESSENTIAL FUNCTIONS:
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 with tight deadlines and with minimal supervision.
- Strong organizational skills, including the ability to prioritize tasks, manage a high volume of work, and adapt to shifting priorities.
- Ability to maintain accurate and legible notes.
- Ability to read and accurately interpret statutory language related to legal and administrative processes.
- Knowledge of local government structures, including county policies, departmental operations, and related procedures.
- Ability to establish and maintain effective working relationships with others.
- Proficiency in modern office practices and procedures, including the use of standard office equipment, multi-line phone systems, and office software.
- Ability to analyze and prepare organizational and functional reports from research data.
- Skilled in word processing, data entry, and typing with accuracy and reasonable speed.
- Ability to work the allocated hours of the position.
LANGUAGE SKILLS
- Ability to communicate effectively in English, both verbally and in writing, with a wide range of individuals, including the public, colleagues, and supervisors.
- Ability to read, interpret, and apply information from complex documents such as laws, regulations, policies, procedures, and reports.
MATHEMATICAL SKILLS
- Ability to calculate mathematical calculations.
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.
- Strong analytical and problem-solving skills, including the ability to define issues, evaluate information, and exercise sound judgment to develop effective solutions.
- Ability to remain composed and adapt quickly in high-pressure or 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.
- Ability to work accurately with attention to detail.
- Ability to maintain confidentiality.
- Ability to prepare and maintain accurate and concise records and reports.
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, using hands to handle, feel, and perform fine motor skills and repetitive motions, and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
- Sufficient vision to perform tasks such as reading documents, operating vehicles, or working with detailed data.
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
- Ability to hear and understand speech at normal levels for tasks such as communicating with the public, colleagues, or over the phone.
- 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 ENVIRONMENT
- Work is primarily in an office setting.
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.
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.