Job Description
Deputy Clerk Job Description (Revised October 2024) Non-Exempt Reports to:Under general supervision of the County Clerk and Chief Deputy OverviewWe are seeking a proactive and detail-oriented Deputy Clerk to join our team in Rawlins, WY.Job Summary:Position works in all areas of the County Clerk's Office at the direction of the Clerk or Chief Deputy including but not limited to vehicle titling, lien filing, real estate records, elections, payroll/human resources, accounts payable, serving as the secretary to the Board of County Commissioners, and other duties as assigned.This position must be able to work 40 hours per week during regular office hours 8-5 pm.Work is of considerable complexity and difficulty and is performed under some supervision.Most matters follow a consistent pattern and involve dealings with other county personnel.Some variations may require decision making with assistance from the Chief Deputy.Errors may cause serious problem so accuracy and dedicated hard work are essential.Essential Functions Work fast, efficiently and accurately.Self-motivate and meets deadlines.Work with other staff in a team approach.Work directly with county employees, elected officials and the public in a courteous and professional manner.Provides general clerical support to the County Clerk and other staff at times.Complete all tasks timely and accurately with minimal supervision.Assists the clerk as secretary to the Board of Commissioners; oversee producing and indexing computerized minutes of Commission meetings; attend commissioners meetings when directed.Prepare advertisements and follow up to ensure they are published.Respond to and resolve difficult inquiries and complaints.Attend and participate in professional group meetings; stay abreast of new trends and innovations.Provides information, processes documents, maintains records and responds to inquiries.Answer the telephone and wait on the general public in a courteous manner; provide general information on departmental and county policies and procedures; refer calls to appropriate department personnel; resolve complaints in an efficient and timely manner.Notarize and acknowledge properly signed documents.Properly maintain a database of county vehicle titles and registrations, real estate and other records.Keep abreast of current federal, state and local laws and regulations pertaining to issuance of Wyoming titles, UCC and tax liens, land records; maintain a working knowledge of title laws in other states.Process and file Uniform Commercial Code documents and terminations daily; ensure annual purge under the UCC filing system.Perform computer lien searches; prepare certified copies of searches; process fees; locate and copy file documents.Account for all monies, receipts and documents.Identify opportunities for improving service delivery methods and procedures; review with appropriate management staff; implement improvements.Perform a variety of general clerical duties; maintain files and records; receive, process and sort incoming mail and work over the counter.Operate a variety of office machines including a computer terminal, office phone, fax, copier, mail machine and more; input and retrieve data and text.Perform the full range of duties in the Titling and Lien Office, Land Office, and assist with duties in all other tasks performed in the clerk's office when needed.Enter or correct invoices entered by others for payment to numerous vendors; issue accounts payable warrants.Balance accounts in accounting software.Prepare print, radio and website advertisements and notices; ensure publication.Perform any and all other duties and responsibilities as assigned.Cross train in and work in any and all areas of the office as determined by the Clerk including but not limited to the land, vehicle titles, elections, commissioner's secretary, fixed assets, accounts payable, payroll, and grants.Perform numerous related duties and responsibilities as assigned.Supervisory & Management Responsibilities No supervisory or management responsibilities.Duties are under direction of the Clerk and Chief Deputy Clerk, but with considerable latitude to exercise initiative and judgment.Many tasks are difficult, complex and time consuming and require extensive self direction.Interpersonal & Human Relationship Skills Meet and correspond with the public and with individuals representing government, business and private interests on matters of considerable complexity and importance, many of which require tact and diplomacy.Knowledge, Skills & Ability Considerable knowledge of pertinent federal, state and local laws, codes and regulations.Considerable knowledge of generally accepted accounting principles and practices and procedures relating to public finance.Knowledge of the duties of all positions in the Clerk's office.Skill and proficiency in the use of office machines including computers using word processors, spreadsheets, database,