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County of Alpine Adopted: 05/07/02 ASSISTANT COUNTY CLERK DEFINITION Under direction, to assist the County Clerk in the performance of Clerk, Registrar and Clerk of the Board of Supervisors functions; to maintain official documents and records; to assist in conducting elections; to act for the County Clerk in his/her absence; and to perform related duties as assigned. CLASS CHARACTERISTICS The Assistant County Clerk provides technical and administrative assistance to the County Clerk in the coordination of department activities. An incumbent may supervise or provide lead direction over support staff in the daily operations of the County Clerk’s office. EXAMPLES OF DUTIES – Duties may include, but are not limited to, the following: Assists the County Clerk in coordinating department functions and activities, ensuring effective and efficient office operations. Assists the County Clerk in maintaining custody of all County records, ensuring compliance with established policies, procedures and records retention schedule. Assists with the planning, coordination and conduct of voter registration activities and County elections; serves as the filing officer for the Fair Political Practices Commission; processes and maintains related records and reports. Provides administrative and clerical assistance to the Board of Supervisors as Clerk of the Board, performing such duties as preparing and distributing Board agendas and meeting minutes, attending Board meetings, preparing correspondence, and maintaining a comprehensive indexing and filing system for Board / Commission actions and directives, resolutions, contracts, ordinances, etc. Prepares, processes, distributes and posts public notices, bulletins, ordinances, resolutions and contracts following applicable procedures; prepares and files legal notices. Receives and processes petitions, claims and appeals filed with the office of the County Clerk. Coordinates and conducts bid openings. ---PAGE BREAK--- Assistant County Clerk Page 2 Issues marriage licenses, passport applications and fictitious business names; performs marriage ceremonies; administers oaths and subscribes witnesses. Files Notary Bonds and gives Notary Oath. Updates various County manuals as necessary. Researches public records and/or provides documents to other departments and to the public as requested. Receives and responds to inquiries, requests for assistance and complaints from the public regarding County Clerk’s office policies, procedures and regulations. Maintains records of department revenues and expenditures; receives, receipts and deposits monies; prepares required fiscal reports. Performs duties of County Clerk in his/her absence as directed. May supervise or provide lead direction over subordinate support staff as assigned. Performs routine clerical work as required, including but not limited to entering computer data, copying documents, filing documents and retrieving files, preparing reports and correspondence, sending and receiving faxes, processing mail, ordering office supplies, etc. MINIMUM QUALIFICATIONS Knowledge of: Organization and functional responsibilities of County government. Activities and responsibilities of a County Clerk’s office. Standard secretarial / clerical practices and procedures. Basic principles of leadership and supervision. Correct English usage, including spelling, grammar, punctuation and vocabulary. Modern office practices and technology, including the use of computers for word and data processing, spreadsheet preparation and database management. Record-keeping, report preparation and indexing / filing systems and methods. ---PAGE BREAK--- Assistant County Clerk Page 3 Basic accounting and bookkeeping techniques; business arithmetic. Business letter writing techniques. Ability to: Understand, interpret, explain and apply federal, state and County laws, codes, rules, policies and procedures. Perform varied and difficult office and clerical work requiring independent judgment. Learn and apply technical procedures involving codes, specialized vocabulary, legal forms and organization of data. Understand and follow complex oral and written instructions. Organize work, set priorities, meet critical deadlines and follow up on assignments with minimal direction. Analyze problems encountered in areas of responsibility, evaluate alternatives and make sound recommendations. Communicate clearly and concisely, both orally and in writing. Process a variety of legal forms and documents in accordance with strict requirements. Prepare clear, concise, and competent reports, correspondence and other written materials. Accurately condense information from public and conference discussions into minutes, records and reports containing the major points of discussion. Edit documents for inconsistencies in spelling, punctuation and grammar. Use computers effectively for word and data processing, spreadsheet preparation and database management. Type and transcribe accurately at speeds necessary for successful job performance. Assist with budget preparation and expenditure control; maintain accurate financial records and reports. Safely operate basic office equipment. ---PAGE BREAK--- Assistant County Clerk Page 4 Perform required mathematical computations accurately. Establish and maintain effective working relationships with those contacted in the course of the work. Provide leadership and superivision as assigned. Education: High school diploma or GED equivalent supplemented by technical or college-level courses in business or office administration, records management or closely related subjects. Experience: Three years of progressively responsible experience in a county clerk’s office or a similar office environment involving frequent public contact, and preferably including work in a lead or supervisory capacity. Other Requirements: Possession of a valid California driver’s license. TYPICAL PHYSICAL REQUIREMENTS 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. Requires the ability to sit at desk for long periods of time and intermittently walk, stand, stoop, kneel, crouch and reach while performing office duties; lift and/or move objects weighing up to 25 pounds; use hands to finger, handle or feel objects, tools, or controls. Must be able to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, and operating office equipment. Must be able to use a telephone to communicate verbally and a keyboard to communicate through written means, to review information and enter/retrieve data, to see and read characters on a computer screen. Tasks may involve extended periods of time at a keyboard or workstation.