Administrative Assistant - County Clerk's Office
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Administrative Assistant - County Clerk's Office
Salary
$22.31 - $31.59 Hourly
Location
Elkhorn, WI
Job Type
Full-time
Job Number
2025-00035
Department
County Clerk
Opening Date
04/09/2025
Closing Date
4/23/2025 11:59 PM Central
Description
Benefits
An Equal Opportunity Employer
Position Summary
This position is responsible for providing administrative staff assistance to the County Board of Supervisors, County Board Committees, and the County Clerk. Additionally, this position performs general office duties and supports the licensing requirements for the County Clerk's office as well as performing general accounting duties and staff assistance to the election process.
Essential Duties and Responsibilities
Include the following. Other duties may be assigned. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
Perform general office duties: primary telephone and front desk reception, typing, data entry, faxing, copying, filing, scanning, and processing mail.
Act as first point of contact via telephone and walk-in customers providing information, direction, and referral services for all areas of county government.
Conduct personal interview of marriage license applicants. Review relevant documents and vital records necessary for the preparation of marriage licenses.
Ensure that all information relating to marriage licenses are available at all times including providing public information requested by news media.
Order and maintain the supply of office products including Dog License supplies.
Publish legal notices related to Dog Licensing.
Act as an agent of the State of Wisconsin for the issuance of Dog License tags and supplies to the municipal treasurers. Reconcile, collect, and maintain the dog license records.
Update and maintain the County Board Proceedings for the County Board as required.
Request, distribute and maintain up-to-date lists of Wisconsin State Statute recipients.
Request, distribute and maintain newspaper qualification certifications.
Maintain financial reports and process information as needed.
Perform daily cash applications.
Reconcile accounts and prepare end of year reports.
Process Certified Survey Maps, collecting fees and providing required information regarding transactions to the Land Use and Resource Management Department.
Receive, review, create and distribute the Statistical Report of Property Values book from the source documentation provided by the Wisconsin Department of Revenue.
Maintain the document management system including filing and indexing contracts.
Provide staff assistance in the preparation and maintenance of the County Directory and maintain the departmental website as requested.
Supply forms and information to prospective candidates and prepare additional information relating to the election process.
Review and accept for filing ballot access forms for prospective candidates including nomination papers, campaign registration statements and declaration of candidacy.
Maintain and update the County Clerk hard copy of the Walworth County Code of Ordinances.
Provide assistance, direction, and education to municipal clerks regarding topics like Elections and dog licensing.
Provide staff assistance for the conduct of elections in Walworth County and act as staffing back up for the statutorily required posting of election night materials to the County website.
Provide staff assistance at the County Board meetings as needed.
Generate purchase orders for the department (if required).
Requisition and receive against purchase orders (if required).
Complete Asset Disposal and Transfer forms for surplus property disposal and maintain inventory of all fixed assets each year.
Distribute and check in election materials and supplies, maintaining accurate records of the items distributed and received.
Upon request, serve on the County Board of Canvass during the canvass or during recounts.
Work with outside publishers to provide County information and statistics.
Assist staff in the County Clerk's Office with general office duties such as correspondence, mailings, and filing.
Complete miscellaneous duties including, but not limited to, processing of timber cutting notices and responding to public records requests and student letters.
Enter voter participation records in the WISVOTE System when required.
Provide administrative support and prepare minutes for assigned County Board committees and sub-committees including the following:
Take notes necessary for preparation of draft committee minutes.
Set up meeting room prior to committee meetings, including electronic equipment such as Media Site for video viewing, FTR recorder, and Crestron to facilitate web video access to the meeting. Load and set up laptop for presentations, as requested.
Distribute presentation materials and packets to committee members. Display committee agenda on kiosk outside of committee meeting room. Prepare and display any required closed session notices.
Prepare and secure signatures for mileage/per diem sheets and submit to Finance for payment.
Provide a courtesy copy of draft minutes to responsible department heads prior to distribution in the County Board packet.
Communicate with department heads, appropriate departmental staff, County Administration and County Board Supervisors the results of committee meetings including votes, actions to be taken, items to be tabled and/or included in future agendas, directives for staff and matters requiring follow up.
Provide miscellaneous clerical staff assistance to County Clerk, Deputy County Clerk and other Administrative Assistants upon request.
Demonstrate a commitment to county safety and risk management efforts.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or equivalent competencies plus two additional years of formal preparation, and two to three years of relevant prior experience. Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Proven experience in legal and election terminology.
Interactions & Communication
Responds to requests and initiates contacts to exchange basic or general information with others.
Decision Making
This position has authority to make decisions that are within detailed procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or work unit within the department and information is provided with additional research and observations which contributes to the decision-making process.
Thinking & Problem Solving
In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues. This position requires a strong ability to problem solve independently, as well as a high level of attention to detail.
Tools and Equipment Used
Telephone FAX Machine
Scanner Copy Machine
Personal Computer/Printer Barcode Scanner
Optical Scan and TSX Voting Devices ICE Voting Device
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.
Selection Process
Formal electronic application; rating of education and experience; oral department interview; reference check; background check and post-offer medical examination including drug screen. Other job-related tests may be required.
WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY
H - Non-Represented Hourly Employees
BARGAINING UNIT: Non-Represented Hourly Employees Hired on or after January 1, 2012
DATE: January 1, 2019
EMPLOYMENT STATUS: All employees of Walworth County are at-will employees.
BASIS OF PAYMENT: You are paid for actual hours worked plus pay for any accrued benefit time for which you are eligible. You are eligible for overtime or compensatory time in accordance with provisions of the Fair Labor Standards Act.
SCHEDULED TIME OFF: Accrued based on straight-time hours paid each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. As a full-time employee you earn scheduled time off (pro-rated for part-time) equivalent to the following:
10 days per year after 1 year of Walworth County Service
15 days per year after 5 years of Walworth County Service
20 days per year after 15 years of Walworth County Service
PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.
EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.
HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.
INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision, Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only.
Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee.
Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance.
Life Insurance: The County provides you with term life insurance in an amount equal to $25,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children.
Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer.
LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & employee shall pay 33% of the premium.
Vision Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance.
WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit.
EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses.
TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits:
Deferred Compensation (S457 plan)
Medical Spending Account (S125 plan)
Dependent Care Plan (S125 plan)
Health Savings Account (S223 plan)
WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a "net-check" basis.
DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice.
EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call 888-881-5462 for help.
BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters).
You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew.
JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty.
MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws.
LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head.
Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.
Employer
Walworth County
Address
P.O. Box 1001 100 W. Walworth Street Elkhorn, Wisconsin, 53121
Phone
262-741-7950
Website
http://www.co.walworth.wi.us
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