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Deputy County Clerk Page 1 I 2 Jurisdiction: Cortland County Jurisdictional Class: Exempt Adopted: 10/20/05 Amended: 10/26/22; 5/30/23; 2/23/26 DEPUTY COUNTY CLERK DISTINGUISHING FEATURES OF THE CLASS: The work involves responsibility for performing administrative and supervisory duties relative to the services and activities provided by a County Clerk's Office. The Deputy County Clerk is authorized to act generally for and in place of the County Clerk and oversees the delivery of services and proper processing of official documents and papers. Because of the types of documents and papers that must be recorded, the accuracy of the work and attention to detail are of major significance and utmost importance. The Deputy County Clerk is responsible for administering the day-to-day operations of the Clerk's office, including the Motor Vehicle Division. The primary responsibility of the position is the supervision of activities to ensure a smooth workflow. General supervision is exercised over this position by the County Clerk through consultation and reports. The Deputy County Clerk is responsible to implement policies and work practices established by the County Clerk. Does related work as required. TYPICAL WORK ACTIVITIES: (Illustrative only) Acts for and in place of the County Clerk in his/her absence; Reads, understands and applies a variety of laws and procedures governing operations which includes, but is not limited to, Real Property Law, General Business Law, Civil Practice Law, Motor Vehicles Law, Records Management Operation and Procedures and Notary Public Law; Keeps abreast of new laws or changes in laws so that necessary changes can be initiated; Interprets and implements policies as directed by the County Clerk; Assists the public and/or directs employees to assist in determining their need, searching records, answering questions and providing necessary referrals; Oversees the operation of the County Clerk and Motor Vehicle offices; Reviews, processes and supervises filed and recorded documents for civil records, real estate records and other State and Federal forms, according to legal specifications; Collects appropriate fees; Supervises and oversees all office functions to ensure quality services; Supervises and oversees subordinate employees to ensure work is performed accurately and efficiently; Reviews and processes passport applications and provides related services including oversight; Administers oaths; Assists in processing daily deposits, and related financial record keeping, including managing bank accounts and reconciliations; Assists in financial management of the office, including disbursing funds and preparing necessary reports; Inventories supplies and coordinates purchases with vendors; Enters requisitions; ---PAGE BREAK--- Deputy County Clerk Page 2 I 2 Tracks and enters employee payroll and accruals; Performs all other duties and functions of the Clerk's office as requested by or in the absence of the County Clerk. FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of modern office terminology, procedures, equipment and business English; Good knowledge of procedures and policies applicable to the County Clerk's office activities; Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheets and databases; Ability to establish and maintain effective working relationships with others; Ability to analyze and organize data, including financials to prepare records and reports; Ability to understand and interpret complex oral instructions and/or written directions; Ability to plan and supervise the work of others; Ability to communicate effectively both orally and in writing; Ability to prepare correspondence and reports; Ability to perform close, detail work involving considerable visual effort and concentration; Ability to deal effectively with the public; Physical condition commensurate with the demands of the position. SUGGESTED MINIMUM QUALIFICATIONS: Possession of an Associate’s degree or higher and four years of clerical account keeping or business experience, which must include at least one year of supervisory experience; OR Graduation from high school or possession of a high school equivalence diploma and two years of experience as listed in OR An equivalent combination of training and experience as defined by the limits of and above. SPECIAL REQUIREMENTS: 1. Commissioned NYS Notary Public within six months of appointment. 2. Designated as a Passport Agent by the U.S. Department of State within six months of appointment. NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee.