County Clerk -Deputy Clerk

DO NOT APPLY THROUGH INDEED

All interested applicants MUST fill out a VERNON COUNTY APPLICATION FORMwith Vernon County. Applications and a complete job description can be found on our website at www.vernoncounty.orgby clicking our Employment page. Applications from Indeed will notbe considered.

I. Position Summary

This position description has been prepared to assist in evaluating duties, responsibility and skills of the position. It is not intended as a complete list of specific responsibilities and duties, nor is it intended to limit duties to those listed.

Under the supervision of the County Clerk, this position is appointed per Wis Stat § 59.23(1). Employee in this position consistently exercises independent judgment and discretion in responsibilities of administration of the County Clerk Office.

This is an advanced clerical/record-keeping, data entry position in the Vernon County Clerk’s office. Employee in this position maintains confidentiality while exercising independent judgment and discretion in responsibilities of administration, inventory, planning and implementation of the County Clerk’s office when assigned.

II. Essential Duties and Responsibilities

· This position does not assume the duties of County Clerk as prescribed in State Statutes, during the absence or disability of the County Clerk andthe Chief Deputy Clerk, unless the County Clerk gives specific instruction to do so.

· Ability to operate standard office equipment (telephone, computer, photocopier, scanner, and printer) and software, such as Microsoft Office products. Ability to quickly learn a variety of computer applications specific to the functions of the position.

· Follow instructions, deal with a variety of people, including other employees and the public, using good business ethics. Must have excellent verbal and written communication and public relations skills. Ability to work under critical deadlines. Accuracy, proofreading skills, and overall attention to detail are essential.

· Creates correspondence, reports, and administrative documents for County Clerk and County Board Chairman.

· Required to have, (or obtain) and maintain, Municipal Clerk & Certified Chief Inspector Certification through WisVote. This includes the ongoing continuing education requirements established by the State of Wisconsin. Must be able to achieve certification and access to the State’s WisVote system in order to perform core election duties.

· Produce election supplies for all 33 municipalities, correspondence and reports relevant to the election process.

· Enters voter registration information; records and reconciles voter participation; records absentee tracking; updates data regarding election contests, candidates, and officeholders; and generates poll books and various election related reports for distribution to municipalities. Assists in providing the 33 municipal clerks with information and guidance on questions concerning elections.

· Ability to organize and prioritize projects to meet demands of workload with a minimum of supervision while maintaining accuracy and attention to detail.

· Maintains current database of contact information, such as name, address, phone number, and email address, for County Board supervisors, committee members, and all 33 municipal elected and appointed officials.

· Assists in preparation of annual County Board Supervisor proceedings publication and report, and the Official County Directory.

· Helps notice Committee meetings and help maintain a record of proper public notice.

· Performs varied and complex clerical duties including composing letters, answering phones, taking messages, and maintaining files. Answers questions of the public. Performs counterwork and directs the public to appropriate office. May act as office receptionist, answering phones, taking messages, directing walk-ins, making appointments, providing hospitality, etc.

· Follows requirements of the State Statutes and State Department of Health Services – Vital Records in the application process for marriage licenses.

· Assist with the distribution of dog tags and forms to municipal Treasurers and balances tags with municipal Treasurers at year end.

· Prepare monthly expense vouchers for the County Clerk’s office to submit to the appropriate committee and/or the finance office.

· Properly vouchers receipts (cash or check) for delivery to the County Treasurer’s Office

· Orders office supplies.

· Thorough knowledge of functions, policies, operating needs, laws and regulations pertaining to County Clerk office and departmental programs.

· Ability to work in a pleasant and understanding manner with the general public, newspaper representatives, consultants, vendors, county officials, co-workers, etc. and maintain good working relationships.

· Act as Notary public when necessary

· Responsible for regular attendance. Ability to work the allocated hours of the position, which will include occasional nights.

III. Related Job Functions

· May receive, sort, date stamp, and distribute daily mail, deliveries, faxes, & messages as directed.

· Assists in purchase of office supplies and keeping office equipment inventory.

· Responsible for working safely and following safety practices and standards of the facility; responsible for reporting and/or correcting any existing or potential safety or accident hazard.

· Establish and maintain effective working relationship with co-workers and others.

· Attends staff meetings and training sessions as required by the County Clerk.

· Performs related work as required or directed by the County Clerk.

· May be asked to travel to local municipalities for election related duties.

IV. Physical Demands

75% -Sits at desk, 75% - uses hearing, near vision and fingering for typing, word processing, computer keyboard or other office machines. 50% - Talks to clients, callers, department staff. 10% - Moves about the office. 50% -Handles papers and manuals, etc. 25% -Time is spent standing and reaching in order to perform filing or other duties, and lifting files, copy paper and other office materials. Frequently moves around office and waits on counter. Frequently moves about the office building. May travel to other offices or sites for meetings, mail, etc. Frequently handles stressful situations.

V. Education and Training Requirements

Graduation from an accredited high school or GED, preferably supplemented by three years of business office experience. Requires computer experience including with proficiency in Microsoft Word and Excel and other PC-based applications; with preference for demonstrated competency in record-keeping skills; or any acceptable equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities.

Possession of a valid driver’s license and reliable transportation with adequate auto insurance to meet minimum County requirements, and access to reliable transportation for city and rural travel when required.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Viroqua, WI 54665: Relocate before starting work (Required)

Work Location: In person