ADMINISTRATION - DEPUTY COUNTY CLK.

La Crosse County•La Crosse, WI

22h

About The Position

Overview FLSA: Non-Exempt This is a specialized position in the County Clerk's Office. Employee in this position is appointed by the County Clerk under Wisconsin Statute 59.23(1) and works under limited supervision in assisting the County Clerk in the discharge of the duties of the Office of County Clerk. Essential Leadership Functions Act with Integrity and Build Trust Demonstrate mutual respect, humility, and honesty in all interactions Speak up appropriately, even when expressing unpopular viewpoints Actively listen and remain open-minded to diverse perspectives Drive for Results Set clear goals and objectives to motivate self and others to achieve outcomes Seek new opportunities to improve processes and drive sustainable results Hold self and others accountable through consistent evaluation and monitoring Develop Talent and Effective Teams Foster a collaborative environment that encourages knowledge sharing and growth Provide mentorship and support to help self and others reach full potential Recognize and leverage diverse strengths within self and team Lead with Vision and Strategy Understand and communicate a compelling vision that aligns with organizational goals Develop and execute comprehensive strategies to achieve long-term objectives Connect daily work to the bigger picture, inspiring self and others to contribute meaningfully Lead with Paradoxical, Critical, and Agile Thinking Navigate complex situations by considering multiple perspectives Adapt quickly to changes and uncertainties in the work environment Make critical decisions using analytical skills, experience, and input from others Build and Maintain Effective Relationships Communicate and collaborate effectively with stakeholders across the organization Influence others through coaching, consulting, and team-minded thinking Develop and sustain partnerships that create positive outcomes for all stakeholders Cultivate Community Engagement and Provide Excellent Service Understand and address the needs and concerns of the community Incorporate community perspectives into decision-making processes Drive initiatives that create positive impacts beyond the organization Demonstrate Emotional Intelligence Show self-awareness and manage emotions effectively in challenging situations Seek and respond constructively to feedback, even in the face of setbacks Balance empathy with accountability when leading self and working with others Essential Job Functions Assists in training new employees in the County Clerk's Office. Provides work direction, monitors performance, and provides feedback and re-direction as necessary, for support staff within the County Clerk’s Office. Assists others in the office with procedural problems as necessary and makes policy decisions in the absence of the County Clerk. Makes decisions, signs documents, and acts for the County Clerk in their absence, always in accordance with the policies of the County Clerk. Issues/sells DNR fish and game licenses, while ensuring all required documentation is present. Dog Licenses: Sells dog licenses in accordance with state statutes and county ordinance. Maintains the database up to date with up-to-date information on dog, rabies and tag information. Assists with the reminder, warning notice procedure, and issuing citations for unlicensed dogs. Deals directly with the City, Village and Town Treasurers regarding policy and statutory questions and reconciling dog batches. Marriage License: Issues marriage licenses in accordance with Wis. Stat. 765. Determines if statutory criteria are met to issue valid legal document based on review of required documentation. Administers oath and collects fees. Parade Permits: Receives and processes parade permits in accordance with County Ordinances. Notifies the proper jurisdictions for approval of permit and issues permit. Elections: Oversees and processes accurate records of elections in WisVote. Prepares reports for municipalities. Has knowledge of the election laws/procedure and information for conveyance to the public. Performs all Relier services, for pre- and post-election documentation. Maintains a good working relationship with the municipal clerks. Assists the County Clerk with the administration of elections. Stays apprised of election law changes. Additional election duties as assigned. Review, edits and files minutes and agendas for all County meetings. Scans, indexes and files all contracts for the County. Receives and files Timber Cut Notices following Wis. Stats. 26.03(1) and distributes notices accordingly to the appropriate contacts, staff, and jurisdictions. Performs clerk duties for the County Board of Supervisors as directed by the County Clerk. Performs notarial acts for the public and county officials and maintains notary status. Reconciles funds collected, balances, prepares reports and deposits to the County Treasurer’s Office. Maintains strict confidentiality of work-related matters. Addresses and assists the public/customers with questions and/or concerns. Directs and refers them to the proper area when necessary. Communicates in person, on the phone, via teams and in writing with internal and external departments, municipalities, and the general public. Attends Wisconsin Election Commissions webinars and training. In this public service position, employee is required to be courteous, cooperative and respectful at all times, with the public and clients. Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors and public officials. Employee is expected to report to work when scheduled, with minimum use of sick leave, to build up sick leave balance for income protection for unexpected illness. Physical demands: Sits at desk, uses hearing, near vision and dexterity for computer keyboard/mouse/monitor, calculators or other office equipment. Talks to clients, callers, and department staff. Sits, stands, bends, reaches, and moves about the office intermittently throughout the day. Handles papers and manuals, etc., lift files, copy paper and other office materials. Stands for longer periods of time and waiting on counters and frequent moving from desk to counter. Occasionally opens, lifts and moves heavy boxes of records. At election time, lifts, carries and moves voter equipment and heavy boxes. Related Job Functions This job description is not intended to encompass every job duty or responsibility but is only illustrative. This position is required to perform other duties as may be assigned or required.

Requirements

Considerable knowledge of WisVote, Wisconsin election procedures and laws, and of marriage license procedures and laws.
Considerable knowledge of local government structure within County government.
General knowledge of dog licenses procedures and statutory requirements.
Knowledge of DNR licensing procedures and laws.
Ability to operate a computer, calculator and copier with proficiency.
Ability to perform a variety of complex clerical tasks and to understand and carry out complex written and oral instructions with a minimum of supervision and to work independently when necessary.
Ability to establish and maintain satisfactory working relationships with County officials, Municipal officials, the general public and other employees.
Possess excellent verbal and written communication skills in order to relate with a wide variety of individuals.
Ability to show initiative to work independently, to be a problem solver, establish procedural improvements, and prioritize multiple tasks and take direction, etc.
Ability to organize and maintain neat and orderly files and records.
Ability to compose letters and correspondence with minimal supervision and instructions.
Ability to make decisions with independent judgement and initiative which require a good understanding of applicable statutes, ordinances, rules, policies and practice.
Expected to be familiar with departmental affairs so they can respond to public inquiries of fact which may involve interpretation of law.
Strong organizational skills, with excellent attention to detail.
Ability to provide work direction, monitor performance and re-direct as necessary.
Associate Degree in Business Administration, or another clerical course.
Three years related work experience in an office setting providing customer service and experience with Microsoft Office software (MS Word, Excel, Outlook, Teams).
Equivalent combination of education and experience which provides necessary knowledge, skills, and abilities may be considered.
High level of interpersonal skills, organizational skills and clerical abilities.
Must be bondable for handling money.
Must complete Voter Registration System (WisVote) training within six (6) months from date of hire.
Must complete Vital Records (SVRIS) training within six (6) months from date of hire.
Ability to work late on election nights, and occasionally an evening meeting.
Must be a team player.
Must be eligible to be certified as a notary.

Nice To Haves

Preference for experience in any of the following: elections administration, governmental operations such as offices that issue licenses or permits regulated by the state, computerized financial record-keeping.
Strong preference for experience in a Wisconsin County Clerk's office or a Municipal Clerk's office.

Responsibilities

Assists in training new employees in the County Clerk's Office.
Provides work direction, monitors performance, and provides feedback and re-direction as necessary, for support staff within the County Clerk’s Office.
Assists others in the office with procedural problems as necessary and makes policy decisions in the absence of the County Clerk.
Makes decisions, signs documents, and acts for the County Clerk in their absence, always in accordance with the policies of the County Clerk.
Issues/sells DNR fish and game licenses, while ensuring all required documentation is present.
Sells dog licenses in accordance with state statutes and county ordinance.
Maintains the database up to date with up-to-date information on dog, rabies and tag information.
Assists with the reminder, warning notice procedure, and issuing citations for unlicensed dogs.
Deals directly with the City, Village and Town Treasurers regarding policy and statutory questions and reconciling dog batches.
Issues marriage licenses in accordance with Wis. Stat. 765.
Determines if statutory criteria are met to issue valid legal document based on review of required documentation.
Administers oath and collects fees.
Receives and processes parade permits in accordance with County Ordinances.
Notifies the proper jurisdictions for approval of permit and issues permit.
Oversees and processes accurate records of elections in WisVote.
Prepares reports for municipalities.
Has knowledge of the election laws/procedure and information for conveyance to the public.
Performs all Relier services, for pre- and post-election documentation.
Maintains a good working relationship with the municipal clerks.
Assists the County Clerk with the administration of elections.
Stays apprised of election law changes.
Additional election duties as assigned.
Review, edits and files minutes and agendas for all County meetings.
Scans, indexes and files all contracts for the County.
Receives and files Timber Cut Notices following Wis. Stats. 26.03(1) and distributes notices accordingly to the appropriate contacts, staff, and jurisdictions.
Performs clerk duties for the County Board of Supervisors as directed by the County Clerk.
Performs notarial acts for the public and county officials and maintains notary status.
Reconciles funds collected, balances, prepares reports and deposits to the County Treasurer’s Office.
Maintains strict confidentiality of work-related matters.
Addresses and assists the public/customers with questions and/or concerns.
Directs and refers them to the proper area when necessary.
Communicates in person, on the phone, via teams and in writing with internal and external departments, municipalities, and the general public.
Attends Wisconsin Election Commissions webinars and training.
In this public service position, employee is required to be courteous, cooperative and respectful at all times, with the public and clients.
Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors and public officials.
Employee is expected to report to work when scheduled, with minimum use of sick leave, to build up sick leave balance for income protection for unexpected illness.