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County Clerk Assistant

3 months ago

Janesville, United States Rock County, WI Full time

**Position Summary and Job Duties**:
**This position is responsible to the County Clerk, is deputized by the County Clerk under statutory authority. This position performs a variety of tasks which include: support of and to the County Board including taking minutes, selling various licenses, assisting with administration of elections and reception duties as required by law and to fulfill public services to Rock County citizens.**

**50%- Provide Counter Service to the Public in the following areas**:

- Marriage License Applications
- Claims against the County
- Provide Notary Public Services for the Public
- Timber Cut/Intent to Harvest
- Tourism/Hunting Literature
- Distribution of Annual County Directory

**20%- Provide Election Services**:

- Gather & Organize Supplies to be distributed to Municipal Clerks at each election
- Provide State Voter Registration System Voter/Election Services to Municipalities
- Maintain strong working relationship with Municipal Clerks
- Proofs ballot prior to printing; assists as necessary in testing of tabulator equipment prior to distribution.

**25%- Provide Administrative Services**:

- Answer Telephone, take messages, handle routine inquiries and provide technical information regarding this offices services as necessary
- Mail Passports daily and trace delivery
- Manage the distribution of annual dog tags and accumulate accurate record of dog tags as well as Annual Dog License Reconciliation to Dept. of Agriculture
- Reconcile and cash out daily and provide receipts to Treasurer
- Sort, file and order materials necessary to maintain retention of records as required by Statute/Policy for Rock County and State of Wisconsin
- Manage and keep accurate file of all County Contracts
- Distribute Work Permits to Schools
- Order and maintain adequate tourism materials
- Receive, copy and distribute to CC all claims against the County

**5%-Other duties as assigned including assuming responsibility of the office in the absence of County Clerk AND Deputy County Clerk.**

**Success Factors (KSA's)**:

- Considerable knowledge of the principles and practices of business management as they pertain to personnel, office management, and budgetary controls.
- Considerable knowledge of Word, Excel, data systems and electronic filing retention.
- Knowledge of Election practices and procedures; knowledge of State's Statutes governing the County Clerk's Office.
- Ability to assist in planning and implementation of new programs and to assist in the training of staff with regard to new procedures.
- Ability to maintain complex records and prepare concise and correct reports from the records.
- Ability to establish and maintain effective working relationships with other employees, cooperative agencies, other departments and the public.
- Skill in communicating effectively, orally and in writing.
- Ability perform a variety of complex clerical tasks
- Ability to establish and maintain effective public and working relationships
- Ability to maintain accurate and complete records and prepare clear and detailed reports
- Ability to operate office machinery of many types
- Considerable knowledge of General Computer Software
- Considerable knowledge of office management, record keeping and bookkeeping
- Strong organizational and social skills are necessary
- Keen understanding of WI State Statutes, County Government Structure and our role within
- Ability to adapt to changes environments and willingness to improve through training

**Job Requirements, Education, Training & Experience**:
Graduation from High School with one year formal training in office practices; with
Five years of responsible office work experience, preferably in a governmental agency

**Essential Job Functions (physical elements, equipment and working conditions)**:
Ability to work at a service counter, bend, file, lift boxes up to 30 lbs.
Computer, general office equipment.
Inside office work.