Deputy Clerk

Job Description

Job Description

**This position is eligible for a bilingual pay stipend of $100 per month for Spanish fluency.**

GENERAL PURPOSE

Performs complex administrative and clerical work in maintaining various County Clerk duties, including elections, business licenses, records requests, marriage licenses and ceremonies, records management, mail room support, and passports.

SUPERVISION RECEIVED

Works under the close or general supervision of the Chief Deputy Clerk and the Elected Official.

SUPERVISION EXERCISED

Exercises training and/or supervision over newer department employees when the Chief Deputy Clerk and the Elected Official are absent or delegate training duties.

EXAMPLE OF DUTIES:

• Provides excellent customer service in passport generation, business license information, and marriage licenses; accepts applications for new licenses and assists in the preparation of renewal licenses annually.
• Performs clerical duties; types correspondence; answers the department telephone and greets the public; coordinates space and office organization and special projects; cashiering and payment processing performed on a regular basis.
• Assists in all election duties, including voter registration, receiving ballots, verifying signatures, processing ballots, and guiding part-time Election Staff, coding, audits, map plotting, and more.
• Issues marriage licenses, passport applications, and voter registration forms; indexes marriage licenses; responds to telephone and written inquiries; performs computer entry of word processing information and other alpha/numeric records.
• Assists in records management of the office; maintains integrity when working with protected information; assists in digitizing records and preparing records for archiving. Assists other departments with record-keeping projects, as needed. Manages and responds to records requests in a timely manner.
• Assists with taking meeting minutes and tracking county contracts, agreements, ordinances, and resolutions.
• Prepares a variety of written reports.
• Distributes mail and posts outgoing mail; assists other departments with bulk mailings. Maintains records for incoming packages.
• Assists with daily deposit, office inventory acquisition, and monthly reconciliation.
• Potentially assists in writing and processing grants.
• Performs related duties as required.

MINIMUM QUALIFICATION

High school diploma or GED equivalent with course work in office practices and procedures and Two (2) years of office experience; completion of the required probation period (6-12 months)

Prior work experience may also qualify as required experience with the County

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of modern office practices and procedures; working knowledge of modern computer practices and procedures. Working knowledge of Microsoft Office and database applications.
• Skill in operating a computer and Clerk software; skill in operating various office equipment.
• Ability to train, supervise and direct other employees when needed; ability to establish and maintain effective working relationships with employees, other agencies, and the public; ability to follow written and verbal instructions; ability to communicate effectively, verbally and in writing.
• Must have a high level of customer service skills, including phone and counter service.
• Must complete Passport Agency training; must be bondable and become a Notary (can be completed after employment begins). Must take Records Information Management or Government Records Access and Management Act (GRAMA) training provided by the Utah State Archives (can be completed after employment begins).
• This category includes administrative and clerical duties, which require light physical effort. It may include frequent lifting of up to 10 pounds and occasional lifting of up to 25 pounds. Some bending, stooping, and/or lifting will be required. Considerable walking and standing may be involved.
• Minimal travel may be required.

OTHER QUALIFICATIONS ***SPANISH BILINGUAL SKILLS ARE HIGHLY PREFERRED***

Achieve a competent or higher rating overall in each performance evaluation, which measures the following:

• Thoroughness, planning and organization, neatness, and accuracy.
• Learning and knowing all phases of the job; recognizing and solving routine problems.
• Knowing the office policies, systems, and services.
• Compared to other employees, maintaining a competent volume of work in addition to regular tasks, and a competent work speed.
• Being able to perform new duties, adjust to new situations, and control of self under pressure.
• Being resourceful; volunteering suggestions for improvement of work; being self-starting; seeking new tasks; taking responsibility.
• Making decisions; studying and considering all facts; using common sense.
• Cooperating with supervisors and peers; accepting constructive criticism; seeking self-betterment through education and other means.
• Being friendly, helpful, and showing self-control.
• Being punctual in attendance; and
• Being professional in dress and manner; showing good housekeeping of the general work area.

**Tooele County is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, or any other protected class.**

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