Clerk II (Office Support Specialist)

JOB
Winona County is accepting applications until 4:00 p.m. November 15, 2023.

This position starts at $20.31/hour (DOQ) with advancement up to $26.67/hour.

The successful candidate is responsible for assisting with the daily operations and administration of the County Recorder's Office and is the primary contact for Vital Records including birth, death, and marriage records. Included is the recording, archiving and retrieval of permanent Vital and Land Records including public and restricted. This position will research and issue birth, death and marriage certificates, marriage licenses, as well as file ordinations and notary commissions. Knowledge of vital records and real estate records is helpful.

Characteristics of Class:
Under general supervision an employee at this level is characterized by responsibility for a fairly complex to quite complex and important function, or subject matter within a department. A good knowledge of general office methods and equipment and of the functions and procedures of the department are essential. Skill in communicating with others are often important in positions in this class. Typing may involve technical terminology or the ability to design and layout reports, but the level of related responsibility is the governing factor in allocation to this level. An employee in this classification must have sufficient knowledge to be the primary reference source on the assigned subject and the ability to analyze and resolve a variety of work problems.

Supervisory Control:
There is considerable opportunity for independent judgment and decision-making that have the effect of finality in most cases. Errors could have an adverse effect on the department's public relations or in the expenditure of time and money. An employee at this level may be expected to exercise a critical approach to their regular routines and make suggestions for improvement.

Examples of Duties:
Any one position may not include all the duties listed, nor do the examples listed in their relative order of importance, include all duties that may be found in positions of this class.

• Types straight copy from rough drafts or correct forms. Prepares materials for duplication. Makes tables, graphs, charts or diagrams, based on data supplied.
• Classifies informational material correspondence, special forms, records, orders, and other items following method designed by department. Sets up files and/or codes, indexes, tabs, or otherwise prepares classified material for filing or identification using department system. Maintains systematic filing system.
• Composes correspondence requiring specific knowledge of methods, procedures, policies, or other information. Checks standard forms and/or correspondence for inaccuracies of spelling, punctuation, grammar, spacing, or general appearance.
• Makes simple or routine entries in record books or standard forms by longhand or computer. Makes ordinary calculations requiring more than one step, with or without using a machine. Makes out various routine forms such as checks, receipts, invoices, for letter addresses, or other items, according to designated procedures by longhand or use of computer. May prepare vouchers.
• Draws up contracts, specifications, or other forms requiring specific knowledge of methods, procedures, policies, or other information. Reads incoming correspondence to determine destination. Anticipates need of supported officials and gathers records, letters or other specific information that might be wanted. Arranges for appointments and meetings by consulting a list, time schedule, or other record, or by contacting, directly or indirectly, the persons concerned. Makes arrangements for reservations, purchase of tickets, or other similar matters.
• Answers fairly complex to quite complex questions and gives requested directions, or information, personally or by telephone. Explains details of services, methods or policies and refers applicants, clients or other individuals to appropriate personnel. Obtains necessary or desired information, authorizations, approvals, signatures, or other data from customers, supervisors, or other individuals. Assists individuals in completing necessary forms. Helps train new clerical staff.
• May be asked to research, analyze information and communicate findings.
• May work with cash or checks and receipts.
• Any other duties as assigned.

Required Knowledge, Skills, and Abilities:
Any combination of training and experience providing the following knowledge, skills, and abilities, listed in their relative order of importance.

For Full Performance:

• Considerable knowledge of modern office procedures, practices, and equipment.
• Knowledge and accuracy of arithmetic computations.
• Ability to establish and/or maintain effective filing system.
• Ability to compile data and prepare reports from such data.
• Ability to compose correspondence requiring the application of a knowledge of methods, procedures, policies and other information.
• Ability to make decisions in accordance with laws and departmental policies and procedures.
• Arithmetic skills with no errors using addition, subtraction, multiplication, and division.
• Accuracy in making routine bookkeeping entries, in filling out business forms and spelling, punctuation, and grammar, both orally and written.
• Ability to make accurate comparisons of verbal and numerical data.
• Ability to work with various groups, including volunteer groups, to help organize, assist, and advise on work-related issues.
• Knowledge of the legal and technical forms and terminology of the area of specialization.
• Skilled in the use of office equipment required in the area of specialization.

For Pre-Employment:

• Knowledge of Microsoft Word and Excel computer programs.
• Knowledge and accuracy in the use of the English language and grammatical structure.
• Ability to schedule and interrupt work in order to meet deadlines or coordinate with other schedules.
• Ability to type from plain copy accurately.
• Ability to deal effectively with and communicate informatively with the public.
• May be required to pass a personal background investigation.
• Any combination of related education and/or experience equivalent to graduation from high school and three years of increasingly responsible general clerical experience.

Salary : $27