COUNTY CLERK 1

JOB DESCRIPTION *

Salary : $30,000.00

Job Title: Deputy County Clerk
Department: CountyClerk
Reports To: Chief Deputy
FLSA Status: Non-exempt

SUMMARY. Performs duties involved in processing and maintaining vital records, County documents, voter registration, election and tax information.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Responds to questions and prioritizes requests about vital records, voter registration, elections or taxes via telephone, mail, email, fax, or in-person contact.

• Uses discretion and extreme confidentiality in providing and protecting information due to highly sensitive material such as births, adoptions, paternity, deaths, marriages and dissolutions.
  Opens, date stamps, sorts and distributes mail.

• Records; makes computer entry; and files vital records, resolutions, ordinances, oaths, minutes and other official documents.

• Uses the data base system to search and retrieve vital records.
• Issues certified copies of vital records to the public.
• Issues marriage licenses.
• Processes mail and VitalChek orders.
• Calculates, accepts and receipts fees into the accounting system.
• Balances daily transactions and cash drawer.
• Keystrokes and prints occasional correspondence, lists and reports.
• Uses the data base system to enter, search and retrieve voter addresses, precincts, polling places, election results, etc.
• Registers voters and adds them to the data base; processes voter changes; updates and maintains both the active and inactive voter files. (Information includes address standardization, precincting and tax coding.)
• Scans and verifies voter signatures, candidate petitions and objections.
• Maintains and applies fees to delinquent tax certificates.
• Processes and distributes weekly tax buyer payments.
• Processes absentee ballots and military thru web/email/mail.
• Assists in preparation of placing election judges and training of election judges.
• Performs election night duties which may involve assisting election judges.
• May perform duties in annexations, Statements of Economic Interests, entertainment licenses, liquor licenses, notary public registration, assumed business registration, campaign disclosure recording, e-mail or web page activities and other duties as assigned.
• Maintaining of IVRS-system (Illinois Voter Registration System), records, cancellations, duplicates, etc.

SUPERVISORY RESPONSIBILITIES. This job does not exercise supervisory responsibilities.

QUALIFICATIONS. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE. High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience. Friendliness and courtesy is a must. Knowledge of the County community and its organizational structure is mandatory. Must have knowledge of the Election Code and Vital Statistics rules and procedures. Requires knowledge of the English language and spelling, plus knowledge of modern office practices and procedures. Should have knowledge of office equipment and of computer entry.

LANGUAGE SKILLS. Ability to read, analyze, and interpret data, legal documents, election procedures, or governmental regulations. Ability to prepare reports, business correspondence, and lists. Ability to work under time constraints and deadlines highly desirable. Ability to effectively present information and respond to employees and the general public.

MATHEMATICAL SKILLS. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS. Registered voter and willing to take the oath as Deputy County Clerk.

PHYSICAL DEMANDS. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to walk; sit; reach with hands and arms; and talk; or hear. The employee is occasionally required to stand; stoop; kneel; crouch; and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal office conditions. The noise level in the work environment is usually quiet to moderate.