What are the responsibilities and job description for the Part-Time Deputy Clerk position at Lincoln County?
Job Summary
The Part-Time Deputy Clerk provides essential administrative, clerical, and operational support shared between the County Clerk’s Office and the Human Resources department. Scheduled for Tuesdays, Thursdays, and Fridays (16-24hrs per week). This role serves as a primary point of contact for the public, processes official county and personnel records, and assists with specialized departmental functions including elections, accounts payable, payroll, recruitment, and employee record maintenance. The position requires a professional, organized, and detail-oriented individual capable of maintaining strict confidentiality across both administrative domains.
The Part-Time Deputy Clerk provides essential administrative, clerical, and operational support shared between the County Clerk’s Office and the Human Resources department. Scheduled for Tuesdays, Thursdays, and Fridays (16-24hrs per week). This role serves as a primary point of contact for the public, processes official county and personnel records, and assists with specialized departmental functions including elections, accounts payable, payroll, recruitment, and employee record maintenance. The position requires a professional, organized, and detail-oriented individual capable of maintaining strict confidentiality across both administrative domains.
Principal Accountabilities
Incumbents may not perform all listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing practices.
County Clerk Support
Incumbents may not perform all listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing practices.
County Clerk Support
- Greet and assist the public, both in person and over the phone, with a high degree of professionalism, courtesy, and efficiency.
- Answer multi-line telephones, direct callers, take messages, and provide accurate information regarding official records, services, and departmental, county, or state policies.
- Process, file, and retrieve a variety of official documents, including deeds, licenses, permits, legal filings, and vital records.
- Complete notary commissions by swearing in applicants and accurately completing required documentation.
- Prepare and schedule weekly County Commission agendas, attend meetings, take detailed notes, and prepare meeting minutes.
- Post meetings and keep commission and board information updated.
- Process Sunshine Law requests and manage incoming and outgoing mail.
- Collect and process payments for fees, licenses, and services, handling cash, checks, and credit card transactions.
- Assist with application and title processing for new vehicles.
- Act as a liaison between the County and commercial/liability insurance providers.
- Manage and maintain record center inventory, assist other departments in storing appropriate documents, and execute records destruction as statutorily required.
- Scan resolutions, historical county documents, and general files.
- Cross-train to provide backup capabilities for Accounts Payable, Payroll, and Elections.
Human Resources Support
- Assist with the recruitment process by posting job openings, scheduling interviews, and communicating with candidates.
- Prepare new hire paperwork, assist with onboarding sessions, and help coordinate new hire orientations covering company policies and procedures.
- Maintain accurate, up-to-date, and secure employee files (both physical and digital) in compliance with federal and state regulations.
- Process and file HR documentation, including status changes and termination paperwork, and update the Human Resources Information System (HRIS) with employee data changes.
- Respond to general employee inquiries and direct more complex benefit, leave, or policy issues to the appropriate HR team member.
- Assist with administrative logistics for HR-related events, meetings, presentations, and employee engagement activities.
- Mandatory Confidentiality: Must maintain strict confidentiality of all information processed through the department, including personnel records, reports, documents, and sensitive conversations.
Experience & Education
- High school diploma or equivalent.
- A minimum of 1–2 years of experience in an administrative, clerical, or customer service role, preferably within a government, legal, or human resources environment.
- Previous experience in Accounts Payable, Payroll, and/or HR support is highly preferred.
Knowledge, Skills, & Abilities
- In-depth understanding of general office administration principles and practices.
- Exceptional attention to detail and high accuracy in data entry, record-keeping, and document processing.
- Excellent verbal and written communication skills in English, with the ability to interact professionally and patiently with a diverse public and staff across departments.
- Proven ability to handle sensitive and confidential information with the utmost discretion, integrity, and adherence to privacy regulations.
- Strong organizational skills with the ability to multitask, prioritize, and manage time efficiently in a fast-paced environment.
- Proficiency in basic computer skills, including Microsoft Office Suite (Word, Excel) and experience with database or records management systems (HRIS experience is a plus).
- Ability to follow verbal and written instructions and independently resolve routine administrative issues.
Physical Requirements & Working Environment
Physical Demands: Work is primarily performed in a professional office setting and is generally sedentary. Requires continuous sitting, fine finger dexterity, and light-to-moderate pressure to manipulate keyboard and office controls; frequent walking, standing, bending, stooping, twisting, and reaching; and occasional lifting of objects weighing up to 25–35 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Must possess visual acuity to read printed materials and computer screens, and hearing/speech capabilities for in-person and telephone communication.
Work Environment: Professional office environment where professional attire is required. Routinely uses standard office equipment including computers, multi-line phones, copiers, scanners, and fax machines. Frequent contact with the public, elected officials, and county/state employees, which may occasionally involve stressful situations.
Physical Demands: Work is primarily performed in a professional office setting and is generally sedentary. Requires continuous sitting, fine finger dexterity, and light-to-moderate pressure to manipulate keyboard and office controls; frequent walking, standing, bending, stooping, twisting, and reaching; and occasional lifting of objects weighing up to 25–35 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Must possess visual acuity to read printed materials and computer screens, and hearing/speech capabilities for in-person and telephone communication.
Work Environment: Professional office environment where professional attire is required. Routinely uses standard office equipment including computers, multi-line phones, copiers, scanners, and fax machines. Frequent contact with the public, elected officials, and county/state employees, which may occasionally involve stressful situations.
Supervisory Responsibilities
There are no supervisory responsibilities in this position.
Travel
Travel requirements will vary based on departmental assignment and community coordination needs.
Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
Salary : $34,345 - $47,306