First Deputy - County Clerk

St. Croix County•Hudson, WI

2d•$27 - $37•Onsite

About The Position

This position assists the County Clerk in providing statutory and elective duties of the Office. This position performs administrative duties to support functions including elections, issuing marriage licenses, working with the County Board and various committees, maintaining county records, and providing exemplary service to the general public. This position serves as the County Clerk during an absence.

Requirements

Knowledge of Wisconsin Elections Law, Wisconsin Statues, and other applicable state and federal laws, regulations, and policies governing elections, records management and County Clerk functions.
Ability to perform work with a high degree of accuracy and attention to detail, including the preparation and review of reports, records, correspondence, and other documentation, while working independently and meeting established guidelines.
Strong organizational and time management skills, including the ability to prioritize work, manage multiple responsibilities, meet deadlines, and adapt to changing priorities and work demands.
Ability to apply ethical judgement and maintain confidentiality regarding records, reports, and other business-related information in accordance with Wisconsin Public Records Law and other applicable laws and regulations.
Understanding of the structure, functions, and procedures of local, state, and federal government agencies, particularly within Wisconsin, including County policies, departmental operations, and administrative procedures.
Ability to provide effective customer service and establish and maintain professional working relationships with coworkers, elected officials, government agencies, and members of the public.
Technical proficiency in the use of relevant software applications, databases, Microsoft Office products, standard office equipment, and other technology tools necessary to perform the duties of the position.
Ability to understand and effectively carry out verbal and written instructions.
Ability to collect, organize, analyze, and prepare reports, records, and other documentation using research and available data.
Ability to communicate effectively in English, both verbally and in writing, with a wide range of individuals, including the public, colleagues, and supervisors.
Ability to read, interpret, and apply information from complex documents such as laws, regulations, policies, procedures, and reports.
Ability to engage with the public, handle inquiries, resolve conflicts, and build positive relationships with a diverse population.
Ability to explain complex or technical information in a clear, understandable manner.
Ability to listen actively and accurately understand verbal instructions or concerns.
Ability to perform mathematical calculations and verify the accuracy of numerical information used in reports, invoices, reimbursements, inventories, financial records, and other administrative documentation.
Ability to interpret and apply County, State, and federal laws, regulations, policies, procedures, and written guidance to support accurate decision-making, legal compliance, and effective administration of County Clerk functions.
Ability to identify and define problems, collect and evaluate information, establish facts, and draw valid conclusions to support effective decision-making.
Ability to make sound, well-informed, and timely decisions while adapting to changing priorities and high-pressure or stressful situations.
Ability to analyze situations, consider multiple perspectives, anticipate potential issues, and make recommendations or decisions based on logical reasoning.
Ability to interpret complex information, recognize patterns, and understand the implications of actions or decisions.
High School Diploma or equivalent required.
Minimum of three (3) years’ work experience in an administrative or customer service position.
Must be bondable.
Must obtain Passport Acceptance Agent Certification – initial training and annual recertification.

Nice To Haves

Associates degree in Business Administration or related field is preferred.
Work experience in local government, county clerk, or municipal clerk setting preferred, but not required.
Equivalent combination of training, education, and experience which provides the required knowledge, skills, and abilities may be substituted for above listed requirements.

Responsibilities

Performs the County Clerk's duties during an absence.
Administers various election responsibilities including managing the WisVote Voter System at the county level, generating system reports, absentee ballot tracking, maintaining contact with municipal clerks, reviewing media notices and ballot information for accuracy, assisting with election training, providing election information to media and general public, assists in canvassing election results, assists with recounts, oversees election supplies and supply inventory.
Provides Administrative Support to the County Board of Supervisors.
Certifies copies of resolutions and ordinances, dockets and maintains files, reviews and edits County Board minutes; attends meetings and takes meeting minutes as requested, assemble documents and prepare meeting room for County Board sessions.
Receives county committee meeting notices, agendas and minutes; analyzes for time sensitivity; submits to media; maintains files; may attend various committee meetings and prepares agendas and minutes.
Provides administrative support to the County Clerk. Prepares and edits correspondence, documents and spreadsheets, reviews and edits meeting minutes, assists with updating and maintaining county webpages assigned to the County Clerk’s office, etc.
Enters data for County Board and Committee Meeting Per Diem and Mileage Reimbursement and prepares reports to submit to the Finance Department; contacts County Board Supervisors with reimbursement request questions; contacts County Board Chair to authorize requests.
Provides materials to the County Board of Supervisors; reviews documents for time-sensitivity content.
Reviews and dockets claims filed against the County; submit to Administrative Operations Manager for claims processing.
Trains new and existing staff. May assign or direct tasks to County Clerk staff.
Performs all functions assigned to Second Deputy as needed daily.
Prepares and distributes the monthly St. Croix County Committee meeting calendar; distribute to state reps, media, County Board and County employees.
Prepares tax deeds and sale of tax deed property per Wisconsin State Statutes.
Serves as a passport acceptance agent per Federal Government regulations including accepting, proofing and processing applications; taking passport photos; maintains applications log.
Public record maintenance and tracking.
Assists with Dog Licensing duties including maintaining dog license records, monitoring Dog License Fund, processing dog damage claims.
Reviews invoices for accuracy; consults vendors with invoice concerns; prepares vouchers for invoice payment; submits to the Finance Department.
Other duties as assigned.