Deputy County Clerk

Job Title: Deputy County Clerk

Salary range: $15 - $18.46/hour

Department: Clerk

Hours: Part-Time

Job Description:

Deputies will assist personally or cooperatively with co-workers in the processing, organizing, and completion of all duties, responsibilities, and obligations of the County Clerk as described in Wyoming statute.

The County Clerk is an elected position (four-year term). The County Clerk’s duties include but are not limited to: filing and maintaining public records of all documents and maps relating to real property in Platte County, creating auto titles, filing liens, processing payroll, tracking fixed assets of the county, processing accounts payable, releasing public records and issuing marriage license. In addition, the County Clerk serves as the Chief Election Officer and the Chief Budget Officer of the County. The County Clerk is also the clerk to the Board of County Commissioners, and as such is tasked with preparing and disseminating their agenda, producing minutes for all meetings, corresponding on behalf of the board, and completing research projects upon the board’s request.

A Deputy County Clerk may be assigned any duties to effectuate the duties of the County Clerk in general.

Minimum qualifications

Candidate must have completed high school or a GED equivalent program and must speak, read, and write English at a level necessary for satisfactory job performance. They must also successfully execute principles and practices of public relations, cashiering, operate standard office machines and equipment. Applicants will be trained to operate specialized office software systems.

A strong candidate will possess excellent time management, superior verbal and written communication skills, have experience managing multiple tasks at various stages, possess excellent organizational skills, and show the ability to provide quality customer service to all customers.

It is desired, but not required, that candidates for the position have experience in public service, or in a public-facing job that involves involvement with the public.

Confidential information

Some of the office duties and required transactions contain information of a confidential nature (ie: voter registration information, personnel information, and vehicle title information). Respect for confidentiality in the County Clerk’s Office is a requirement. Deputies may consult with co-workers regarding a customer’s confidential matters for the purpose of ensuring. Discussions should take place in the workplace and not be audible to the general public. You should never discuss an employee’s or a customer’s business with family or friends.

essential duties & responsibilities

Deputy County Clerks perform a number of duties to deliver the statutory responsibilities of the office. Daily tasks include:

• Operating a variety of office machines and equipment such as desktop computers, scanners, phones, adding machines, postage machines, copy machines, and election equipment, as needed.
• Reviewing a variety of documents related to processing of auto titles, liens, recordings, marriage licenses and voter registration.
• Accepting payments for services; issues receipts.
• Issuing vehicle titles using computer software.
• Filing various types of liens using computer software.
• Recording and indexing land documents.
• Registering voters using computer software.
• Issuing marriage licenses using computer software.
• Processing mail according to current office procedures.
• Physically filing documents for various retention periods. Some documents are required to be retained forever, some are required to be retained until reviewed and some are required to be retained until they are no longer in effect.
• During election season, Deputy County Clerks will also issue absentee ballots, receive absentee ballots for processing and reconcile ballots totals.

Occasional tasks may include:

• Assisting the County Clerk or Deputies with various duties at their request.
• Balancing cash receipts and records as well as making necessary deposits.
• Becoming a notary public (the County pays for the license fee, notary stamp and journal. Employees who are notary publics may purchase Errors & Omissions Insurance at their discretion and personal cost).
• Assisting with a variety of financial functions such as: accounts payable, grant reconciliation or accounts receivable (for those accounts not covered by the county treasurer) and payroll.
• Accepting public records requests and directing those requests to the appropriate department. If asked to perform this task, the employee will be responsible for ensuring record release timelines are complied with.
   

PHYSICAL DEMANDS

The physical demands described below require an adequate range of both body motion and mobility. They are representative of those tasks that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Speaking: Expressing or exchanging ideas by means of the spoken word. Talking is important for those activities in which the employee must impart oral information to other employees and the public. Candidates must have the ability to convey detailed spoken instructions to others accurately, loudly, or quickly both in person and over the telephone.
• Hearing: Hear at normal level, or with accommodation. Hearing ability must be sufficient to communicate in person or over the telephone.
• Visual acuity: Clarity of vision at 20 inches or less, or with accommodation. Special and detailed accuracy is demanded and defective near acuity would adversely affect job performance.
• Hand, arm, and finger dexterity: Operate a computer keyboard, typewriter, and print legibly. Also required is the ability to read and record data quickly and accurately (using computer and handwritten print) to prepare records and reports as well as post data.
• Sit for long periods: expected to spend extended periods working at a computer workstation.
• Standing: frequently is required to stand.
• Lifting and carrying: Raising or lowering (from one level to another) up to 10 pounds.

RESPONSIBILITY FOR PUBLIC CONTACT

Deputies must establish and maintain effective professional working relationships with others, including both co-workers and the public. As such, Deputies must dress in an appropriate manner. Jeans are allowable work attire, but those jeans must not have significant tearing or holes.

Disclaimer

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the position. While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, work load, rush jobs or technological developments).

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position. Furthermore, the job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

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