What are the responsibilities and job description for the Deputy Clerk position at Town Of Minden?
Description
The Douglas County Clerk-Treasurer's office is seeking an individual who is willing to work as part of a collaborative team while providing excellent customer service. The Deputy Clerk role requires an individual with strong critical thinking skills, attention to detail, and an ability to multi-task in a high-performing, structured environment.
In addition to the application, the department has requested you attach a cover letter outlining your relevant qualifications and how your skills align with the position’s responsibilities, emphasizing critical thinking, attention to detail, and accurate information management. Include brief examples demonstrating your ability to interpret and correctly apply policies and procedures, maintain accuracy in official documents or processes, and effectively organize, retain, and recall important information in high-accountability environments. Ensure your letter reflects your professionalism, integrity, strong written communication, and the ability to interact respectfully and effectively with the public.
Performs intermediate technical, administrative, and clerical support duties related to the County Clerk’s office and Tahoe General Services’ office functions including marriage license issuance, passport acceptance, clerking meetings and transcribing minutes for County Boards, assisting with elections, processing of Department of Motor Vehicles (DMV) transactions, maintaining specialized fiscal records; performing related tasks as apparent or assigned.
Supervision Exercised
None
Essential Functions
PRIMARY DUTIES AND RESPONSIBILITIES
MINIMUM QUALIFICATIONS
The characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
i. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
ii. Employment is contingent upon successful completion of background/screening.
iii. Douglas County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant’s Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.
iv. This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions expected of the incumbent. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Incumbent may be asked to perform other duties as required.
Douglas County provides benefits to full-time employees. Benefits are prorated for part-time employees working 20–29 hours per week. Part-time employees working 19 hours or less, as well as on-call employees, are not eligible for benefits.
No Nevada State income tax.
Retirement – Public Employees' Retirement System of Nevada (PERS)
Douglas County contributes 36.75% of an eligible regular member and 50% of an eligible Police and Fire member's salary for retirement.
Deferred Compensation Plans – Employees have the option to participate in a deferred compensation program through VOYA, which is funded by the employee.
Employee Perks
As a Douglas County employee, you’ll enjoy a comprehensive benefits package with several medical plan options, plus dental and vision coverage, life insurance, and disability insurance. Benefits start on the first of the month after a 60-day waiting period. To learn more about our health insurance and employee benefits, please visit our website for details.
Compensation
Douglas County uses a Pay for Performance compensation system, where employees receive annual performance evaluations and may be eligible for merit-based salary increases. Qualified employees can earn up to a 3% merit increase on their anniversary date, and may also receive an annual Cost of Living Adjustment (COLA) during the first pay period of each fiscal year, based on the Consumer Price Index, up to a maximum of 5%. In addition, eligible employees who demonstrate exceptional, above-and-beyond performance may receive further compensation through the County’s Recognition of Excellence Program.
01
What is your highest level of completed education?
How many years of progressively responsible administrative/clerical and/or DMV experience do you possess? Experience must be reflected in work history.
How many years of customer service experience do you possess? Experience must be reflected in work history.
Briefly describe your experience in customer service, including where the experience was gained.
05
Do you have experience in the following (select all that apply)?
Please describe your experience, if any, of clerking meetings and/or transcribing meeting minutes.
07
Please select your level of proficiency in Adobe.
Please select your level of proficiency in Microsoft Word.
Please select your level of proficiency in Microsoft Excel.
Please describe in detail your experience, if any, of using Microsoft Word and Excel, and of using Adobe for editing PDFs, including examples of the types of work you have produced.
11
This position requires rotating between the Lake and Valley Clerk offices. Are you willing and able to work these rotating work locations?
Briefly describe why you are interested in the Deputy Clerk position with Douglas County Clerk/Tahoe General Services.
13
In addition to completing the application, the department has requested you attach a cover letter. Have you attached a cover letter?
Douglas County requires applicants to list all work history from your most current employment to 10 years back. If relevant experience is over 10 years please list it on your application. ***Writing "See Resume" on the application in place of completing your information is not acceptable.*** Have you listed your current employment through 10 years of work history on your application in addition to listing any relevant experience that exceeds 10 years?
Are you able to perform the essential functions of the job listed on the job description with or without a reasonable accommodation?
Douglas County employees are required to uphold the County's Values and are evaluated based upon these Values. MISSION STATEMENT Working together with integrity and accountability, the Douglas County team is dedicated to providing essential and cost-effective public services fostering a safe, healthy, scenic, and vibrant community for the enjoyment of our residents and visitors. VALUES STATEMENT Integrity - We demonstrate honest and ethical conduct through our actions. Accountability - We accept responsibility for our actions. Customer Service - We deliver efficient and effective service with an attitude of respect and fairness. Leadership - We establish the tone and direction for success motivating and inspiring others to accomplish a shared vision. Communication - We ensure open dialogue through proactive listening and sharing of information throughout the organization and the community. Teamwork - We work together to achieve shared goals. Respect - We will treat all citizens, employees, and visitors with respect. Do you understand Douglas County's Mission and Values Statement's and will you be able to uphold them if hired?
The Douglas County Clerk-Treasurer's office is seeking an individual who is willing to work as part of a collaborative team while providing excellent customer service. The Deputy Clerk role requires an individual with strong critical thinking skills, attention to detail, and an ability to multi-task in a high-performing, structured environment.
In addition to the application, the department has requested you attach a cover letter outlining your relevant qualifications and how your skills align with the position’s responsibilities, emphasizing critical thinking, attention to detail, and accurate information management. Include brief examples demonstrating your ability to interpret and correctly apply policies and procedures, maintain accuracy in official documents or processes, and effectively organize, retain, and recall important information in high-accountability environments. Ensure your letter reflects your professionalism, integrity, strong written communication, and the ability to interact respectfully and effectively with the public.
- Applications are reviewed on an ongoing basis. The posting may close prior to the listed closing date. Interested candidates are strongly encouraged to apply immediately.**
- Incumbent will be required to work at both the Minden Clerk and Stateline Tahoe General Services Offices. **
Performs intermediate technical, administrative, and clerical support duties related to the County Clerk’s office and Tahoe General Services’ office functions including marriage license issuance, passport acceptance, clerking meetings and transcribing minutes for County Boards, assisting with elections, processing of Department of Motor Vehicles (DMV) transactions, maintaining specialized fiscal records; performing related tasks as apparent or assigned.
Supervision Exercised
None
Essential Functions
PRIMARY DUTIES AND RESPONSIBILITIES
- Assists general public customers, and/or County employees, on the telephone or in person; answers questions, explains rules, policies, and procedures, and provides information as appropriate; resolves complaints in an efficient and timely manner, referring matters requiring policy interpretation to supervisor for resolution.
- Helps maintain a records management system for all records in the Clerk’s Office.
- Uses a computer to develop and manage databases and/or spreadsheet files and to develop special report formats; uses Adobe editing and Microsoft Office; Word, Excel, and Outlook regularly.
- Performs a variety of general office support duties such as organizing and maintaining various files, typing correspondence, reports, forms, and specialized documents, and proofreading and checking materials for accuracy, completeness, and compliance with departmental policies and regulations. Uses correct business English, including spelling, grammar, and punctuation.
- May perform any variety of the functions of the Clerk or Tahoe General Services Offices as needed. This position may require travel to Minden, NV and Stateline, NV for assignment.
- Files notary bonds, processes and indexes agreements, files and indexes fictitious firm names, accepts passport applications, processes outdoor festival permits, and accepts payments.
- Assists with the conduction of elections by processing election documents; registering voters, keying voter data into computer, assisting at vote centers, and other election related duties as assigned.
- Issues a variety of regulatory documentation, including marriage licenses and marriage officiant authorization certificates.
- May serve as clerk to various boards, including but not limited to, Board of County Commissioners, Planning Commission, Board of Equalization, Debt Management Commission, etcetera, which requires preparing meeting agendas, board packets, and notices for posting, posting agendas on a website, taking notes of the meeting, transcribing minutes, and recording and preserving actions of board meetings, and filing and indexing board documents in accordance with law. Ensures the accuracy and integrity of the agenda packets and departmental documentation.
- Processes DMV vehicle registration renewals, new vehicle/out of state registrations, title processing, handicap placards, etcetera. Completes monthly license plate inventory and orders supplies. Keeps DMV forms updated, notifies Manager of pertinent changes with DMV software or processes.
- Receives and posts DMV payments, reconciles DMV office close, and prepares DMV deposits.
- Receives and posts property tax payments and other County department revenue, reconciles County office close, and prepares County deposits at the Tahoe General Services’ Office.
- Makes accurate arithmetic calculations and follows cash handling processes.
- Organizes own work, sets priorities and meets critical deadlines with a demanding work load.
- Contributes effectively to the accomplishment of team work unit goals, objectives, and activities.
- Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
MINIMUM QUALIFICATIONS
- Position requires a High School diploma or GED and minimum of four (4) years of progressively responsible administrative/clerical and/or DMV experience; OR an equivalent combination of education, training and experience.
- None
The characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
- This work requires the occasional exertion of up to 25 pounds of force.
- Work regularly requires sitting, speaking or hearing, using hands and repetitive motions; frequently requires standing; occasionally requires walking and reaching with hands and arms.
- Work has standard vision requirements; vocal communication is required for expressing ideas by means of the spoken word; hearing is required to receive detailed information through oral communication and/or to make fine distinctions in sound.
- Work requires preparing and analyzing written or computer data, operating motor vehicles or equipment and observing general surroundings and activities.
- Work is generally in a moderately noisy location (e.g. business office, light traffic).
- Work has no exposure to adverse environmental conditions.
i. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
ii. Employment is contingent upon successful completion of background/screening.
iii. Douglas County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant’s Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.
iv. This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions expected of the incumbent. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Incumbent may be asked to perform other duties as required.
Douglas County provides benefits to full-time employees. Benefits are prorated for part-time employees working 20–29 hours per week. Part-time employees working 19 hours or less, as well as on-call employees, are not eligible for benefits.
No Nevada State income tax.
Retirement – Public Employees' Retirement System of Nevada (PERS)
Douglas County contributes 36.75% of an eligible regular member and 50% of an eligible Police and Fire member's salary for retirement.
Deferred Compensation Plans – Employees have the option to participate in a deferred compensation program through VOYA, which is funded by the employee.
Employee Perks
- Vacation: Accrued at the rate of 4.6154 hours per pay period, or 120 hours per year (increase with years of service).
- Sick Leave : Earned at the rate of 3.6923 hours per pay period, or 96 hours per year.
- Holidays: 12 paid holidays per year.
- Employee Recognition Programs
- Annual Gym Membership
- Employee Assistance Program (EAP)
- Tuition Reimbursement Programs
As a Douglas County employee, you’ll enjoy a comprehensive benefits package with several medical plan options, plus dental and vision coverage, life insurance, and disability insurance. Benefits start on the first of the month after a 60-day waiting period. To learn more about our health insurance and employee benefits, please visit our website for details.
Compensation
Douglas County uses a Pay for Performance compensation system, where employees receive annual performance evaluations and may be eligible for merit-based salary increases. Qualified employees can earn up to a 3% merit increase on their anniversary date, and may also receive an annual Cost of Living Adjustment (COLA) during the first pay period of each fiscal year, based on the Consumer Price Index, up to a maximum of 5%. In addition, eligible employees who demonstrate exceptional, above-and-beyond performance may receive further compensation through the County’s Recognition of Excellence Program.
01
What is your highest level of completed education?
- High School or GED
- Vocational Degree
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- None of the Above
How many years of progressively responsible administrative/clerical and/or DMV experience do you possess? Experience must be reflected in work history.
- No experience
- Less than 1 year
- 2 years
- 3 years
- 4 years
- 5 years
- 6 years
- 7 years
- 8 years or more
How many years of customer service experience do you possess? Experience must be reflected in work history.
- No experience
- Less than 1 year
- 1 year
- 2 years
- 3 years or more
Briefly describe your experience in customer service, including where the experience was gained.
05
Do you have experience in the following (select all that apply)?
- Creating and posting agendas.
- Taking notes and recordings of meetings.
- Transcribing meeting minutes.
Please describe your experience, if any, of clerking meetings and/or transcribing meeting minutes.
07
Please select your level of proficiency in Adobe.
- Basic
- Intermediate
- Advanced
- None of the above
Please select your level of proficiency in Microsoft Word.
- Basic
- Intermediate
- Advance
- None of the above
Please select your level of proficiency in Microsoft Excel.
- Basic
- Intermediate
- Advanced
- None of the above
Please describe in detail your experience, if any, of using Microsoft Word and Excel, and of using Adobe for editing PDFs, including examples of the types of work you have produced.
11
This position requires rotating between the Lake and Valley Clerk offices. Are you willing and able to work these rotating work locations?
- Yes
- No
Briefly describe why you are interested in the Deputy Clerk position with Douglas County Clerk/Tahoe General Services.
13
In addition to completing the application, the department has requested you attach a cover letter. Have you attached a cover letter?
- Yes
- No
Douglas County requires applicants to list all work history from your most current employment to 10 years back. If relevant experience is over 10 years please list it on your application. ***Writing "See Resume" on the application in place of completing your information is not acceptable.*** Have you listed your current employment through 10 years of work history on your application in addition to listing any relevant experience that exceeds 10 years?
- Yes, I have included all work history from most current to 10 years back.
- I do not have 10 years of work history, but have included all employment history.
- I have relevant experience that exceeds 10 years and I have included the experience on my application.
- No, I have not included all work history.
Are you able to perform the essential functions of the job listed on the job description with or without a reasonable accommodation?
- Yes
- No
Douglas County employees are required to uphold the County's Values and are evaluated based upon these Values. MISSION STATEMENT Working together with integrity and accountability, the Douglas County team is dedicated to providing essential and cost-effective public services fostering a safe, healthy, scenic, and vibrant community for the enjoyment of our residents and visitors. VALUES STATEMENT Integrity - We demonstrate honest and ethical conduct through our actions. Accountability - We accept responsibility for our actions. Customer Service - We deliver efficient and effective service with an attitude of respect and fairness. Leadership - We establish the tone and direction for success motivating and inspiring others to accomplish a shared vision. Communication - We ensure open dialogue through proactive listening and sharing of information throughout the organization and the community. Teamwork - We work together to achieve shared goals. Respect - We will treat all citizens, employees, and visitors with respect. Do you understand Douglas County's Mission and Values Statement's and will you be able to uphold them if hired?
- Yes
- No
- Required Question