Deputy Clerk I - III

Tooele County•Tooele, UT

About The Position

Performs complex administrative and clerical work in maintaining various County Clerk duties including election administration, voter registration management, marriage licenses and ceremonies, records management, record requests, minute-taking for County Council meetings, notary services, inventory management, financial deposits and reconciliation, mail room support, and passport services. Works under the close or general supervision of the Chief Deputy Clerk and the Elected Official. SUPERVISION EXERCISED: Deputy Clerk I: None Deputy Clerk II-III: Exercises training and/or supervision over newer department employees only when the Chief Deputy Clerk and the Elected Official are absent or delegate training duties. DEPUTY CLERK I - EXAMPLE OF DUTIES : Provides excellent customer service in passport acceptance; accepts applications for new passports and assists in the preparation of renewals; takes photos for applicants including adults, children, and infants; Must take and maintain annual certification from the Department of State. Issues marriage licenses. Requires knowledge of Utah State code Title 81. Requires ability to perform marriage ceremonies. Indexes marriage licenses; responds to telephone and written inquiries; performs computer entry of word processing information and other alpha/numeric records. Requires preparation and submission of monthly and quarterly reports to Utah Department of Vital Statistics. 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. Assists with records requests, if needed. Requires annual RIM training and certification provided by the Utah Division of Archives and Records Service. Performs clerical duties; types correspondence; answers the department telephone and greets the public; works with team organization tasks and special projects; cashiering and payment processing performed on a regular basis; performs office inventory acquisition; notarizes documents for the public and other county departments. Assists in various election duties including voter registration, voter list maintenance, receiving ballots, verifying voter information, processing ballots, running some election equipment, map plotting, and more. Prepares a variety of written reports; seeks to document and improve existing processes; creates and documents new procedures for various tasks. Distributes mail and posts outgoing mail; assists other departments with bulk mailings. Maintains records for incoming packages. Sets personal SMART goals for personal growth and professional development; tracks and reports back on goal progress. Performs other related duties as assigned. DEPUTY CLERK II - EXAMPLE OF DUTIES : Demonstrated mastery of all duties outlined in Deputy Clerk I in addition to the following: Serves as a Records Representative for all County GRAMA Requests. Processes, tracks and coordinates response between requester and respective record holder. Reports to the Records Officer. Requires annual GRAMA training and certification provided by the Utah Division of Archives and Records Service. Tracks and maintains permanent records including county contracts, agreements, ordinances, and resolutions; Increased Professional Development opportunities including potential for VOTE Certification. Assists with daily financial deposits and monthly bank reconciliation when directed. Increased election duties including running additional election equipment and setting up vote centers. DEPUTY CLERK III - EXAMPLE OF DUTIES : Demonstrated mastery of all duties outlined in Deputy Clerk I&II in addition to the following: Under direction from the Chief Deputy Clerk and the Elected official, generally leads the training of new hires; works with the IT department and the Lt. Governor's Office to ensure new hires have access to various systems and equipment needed to perform job functions; assists in training election workers for election processing tasks; helps implement process changes and updates training procedures when changes occur. When directed, assists with taking and transcribing meeting minutes for the County Council meetings; takes meeting minutes in the absence of the Chief Deputy Clerk and the Elected Official. Creates, implements, and directs record project plans and archiving coordination with state agencies. Assists with daily financial deposits and monthly bank reconciliation on a regular basis; leads in resolving discrepancies with financial errors and reconciliation. Receives department initial reports of concerns or issues; leads in resolving concerns and troubleshooting; carries unresolved/higher-level issues to the Chief Deputy or Elected Official. Assists in tracking and managing various County Board and Committee appointments; ensures newly elected/appointed board and committee members are in compliance with training and conflict of interest requirements as outlined in state law. Takes part in planning and preparing the COOP plan for the department; leads in executing plans and procedures for emergency events; potentially serves as 3rd in the department's line of succession after the Chief Deputy Clerk and the Elected Official. Oversees the general daily operations of the main office; assists in preparing the office schedules for daily, weekly and monthly task rotation; leads by example in following department and county policies and procedures; leads in conflict resolution among staff and reports higher concerns to the Chief Deputy Clerk or the Elected Official; provides reports to upper management regarding staff progress and training needs. Increased election duties including assistance in conducting public demonstrations of election equipment prior to each election; conducts election audits and hash validations of election systems; assists in programming settings of election equipment; leads in preparing vote center equipment and materials for mobile transport; assists in delivering and setting up offsite vote centers as needed. Proactively create and post social media content on approved social media accounts on a regular basis. Increased Professional Development opportunities including potential for CERA Certification. When directed, assists in selecting/interviewing new applicants for open positions. Potentially assists in writing and processing grants. Potentially assists in gathering data for department budget preparation.

Requirements

High school diploma or GED equivalent with course work in office practices and procedures
Two (2) years of office experience
Completion of the required probation period (6 months minimum)
Additional, directly applicable experience is required to qualify for entry at Deputy Clerk II&III
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 and maintain an annual Passport Acceptance Agent training certification provided by the US Department of State
Must be bondable and become a Notary
Must complete and maintain an annual certification for Records Information Management provided by the Utah State Archives
For higher level positions, must complete and maintain an annual certification for Records Information Management and Government Records Access and Management Act (GRAMA) provided by the Utah State Archives
Opportunity to become VOTE Certified and CERA Certified according to the training track outlined by the Elected Official
Occasional after-hours work required surrounding elections, including unscheduled special elections
Time off restrictions in place for approximately 1 month surrounding each election
Election Day overtime hours are mandatory
Additional mandatory overtime hours may be required in larger elections
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 demonstrate self-control 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 and helpful; communicating scheduling needs in advance, when possible; prioritizing the needs of the public; being punctual in attendance
Being professional in dress and manner; showing good housekeeping of the general work area

Nice To Haves

SPANISH BILINGUAL SKILLS ARE HIGHLY PREFERRED
College education preferred

Responsibilities

Provides excellent customer service in passport acceptance
Accepts applications for new passports and assists in the preparation of renewals
Takes photos for applicants including adults, children, and infants
Issues marriage licenses
Indexes marriage licenses
Responds to telephone and written inquiries
Performs computer entry of word processing information and other alpha/numeric records
Prepares and submission of monthly and quarterly reports to Utah Department of Vital Statistics
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
Assists with records requests, if needed
Performs clerical duties
Types correspondence
Answers the department telephone and greets the public
Works with team organization tasks and special projects
Cashiering and payment processing performed on a regular basis
Performs office inventory acquisition
Notarizes documents for the public and other county departments
Assists in various election duties including voter registration, voter list maintenance, receiving ballots, verifying voter information, processing ballots, running some election equipment, map plotting, and more
Prepares a variety of written reports
Seeks to document and improve existing processes
Creates and documents new procedures for various tasks
Distributes mail and posts outgoing mail
Assists other departments with bulk mailings
Maintains records for incoming packages
Sets personal SMART goals for personal growth and professional development
Tracks and reports back on goal progress
Serves as a Records Representative for all County GRAMA Requests
Processes, tracks and coordinates response between requester and respective record holder
Reports to the Records Officer
Tracks and maintains permanent records including county contracts, agreements, ordinances, and resolutions
Assists with daily financial deposits and monthly bank reconciliation when directed
Increased election duties including running additional election equipment and setting up vote centers
Under direction from the Chief Deputy Clerk and the Elected official, generally leads the training of new hires
Works with the IT department and the Lt. Governor's Office to ensure new hires have access to various systems and equipment needed to perform job functions
Assists in training election workers for election processing tasks
Helps implement process changes and updates training procedures when changes occur
When directed, assists with taking and transcribing meeting minutes for the County Council meetings
Takes meeting minutes in the absence of the Chief Deputy Clerk and the Elected Official
Creates, implements, and directs record project plans and archiving coordination with state agencies
Assists with daily financial deposits and monthly bank reconciliation on a regular basis
Leads in resolving discrepancies with financial errors and reconciliation
Receives department initial reports of concerns or issues
Leads in resolving concerns and troubleshooting
Carries unresolved/higher-level issues to the Chief Deputy or Elected Official
Assists in tracking and managing various County Board and Committee appointments
Ensures newly elected/appointed board and committee members are in compliance with training and conflict of interest requirements as outlined in state law
Takes part in planning and preparing the COOP plan for the department
Leads in executing plans and procedures for emergency events
Potentially serves as 3rd in the department's line of succession after the Chief Deputy Clerk and the Elected Official
Oversees the general daily operations of the main office
Assists in preparing the office schedules for daily, weekly and monthly task rotation
Leads by example in following department and county policies and procedures
Leads in conflict resolution among staff and reports higher concerns to the Chief Deputy Clerk or the Elected Official
Provides reports to upper management regarding staff progress and training needs
Increased election duties including assistance in conducting public demonstrations of election equipment prior to each election
Conducts election audits and hash validations of election systems
Assists in programming settings of election equipment
Leads in preparing vote center equipment and materials for mobile transport
Assists in delivering and setting up offsite vote centers as needed
Proactively create and post social media content on approved social media accounts on a regular basis
When directed, assists in selecting/interviewing new applicants for open positions
Potentially assists in writing and processing grants
Potentially assists in gathering data for department budget preparation