Deputy Clerk I - III

Tooele County

10d•Onsite

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. This role involves working under the close or general supervision of the Chief Deputy Clerk and the Elected Official. For Deputy Clerk II-III, there is potential for exercising training and/or supervision over newer department employees when the Chief Deputy Clerk and the Elected Official are absent or delegate training duties.

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)
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 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
High level of customer service skills, including phone and counter service
Must be bondable and become a Notary
Must complete and maintain an annual Passport Acceptance Agent training certification provided by the US Department of State
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
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
Light physical effort required
Frequent lifting of up to 10 pounds and occasional lifting of up to 50 pounds
Some bending, stooping, and/or lifting will be required
Considerable walking and standing may be involved
Minimal travel, including occasional overnight stays, for training or certifications may be required
Achieve a competent or higher rating overall in each performance evaluation
Learning and knowing all phases of the job; recognizing and solving routine problems
Knowing the office policies, systems, and services
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

College education preferred
Prior work experience may also qualify as required experience with the County
Ability to train, supervise and direct other employees when needed
Opportunity to become VOTE Certified and CERA Certified according to the training track outlined by the Elected Official
SPANISH BILINGUAL SKILLS ARE HIGHLY PREFERRED
Additional monthly stipend provided to employees who use language skills in connection with job-related functions

Responsibilities

Accepts applications for new passports and assists in the preparation of renewals; takes photos for applicants including adults, children, and infants.
Issues marriage licenses, requiring knowledge of Utah State code Title 81, and performs marriage ceremonies.
Indexes marriage licenses; responds to telephone and written inquiries; performs computer entry of word processing information and other alpha/numeric records.
Prepares and submits monthly and quarterly reports to Utah Department of Vital Statistics.
Assists in records management of the office, maintaining integrity when working with protected information, and assists in digitizing records and preparing records for archiving.
Assists other departments with record-keeping projects and records requests.
Performs clerical duties including typing correspondence, answering the department telephone, greeting the public, working with team organization tasks and special projects, cashiering and payment processing, performing office inventory acquisition, and notarizing documents.
Assists in various election duties including voter registration, voter list maintenance, receiving ballots, verifying voter information, processing ballots, running some election equipment, and map plotting.
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, processing, tracking, and coordinating responses.
Tracks and maintains permanent records including county contracts, agreements, ordinances, and resolutions.
Assists with daily financial deposits and monthly bank reconciliation.
Performs increased election duties including running additional election equipment and setting up vote centers.
Leads the training of new hires, works with the IT department and the Lt. Governor's Office to ensure new hires have access to necessary systems and equipment, and assists in training election workers.
Takes and transcribes meeting minutes for the County Council meetings, and 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.
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, ensuring compliance with training and conflict of interest requirements.
Takes part in planning and preparing the COOP plan for the department; leads in executing plans and procedures for emergency events.
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.
Provides reports to upper management regarding staff progress and training needs.
Assists 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 creates and posts social media content on approved social media accounts on a regular basis.
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.
Performs other related duties as assigned.