Deputy Clerk I

Davis County Government; Oakridge Village (UT); On-site; USD 27,000 - 41,000; Part time

Job summary

Davis County Clerk's Office seeks a part-time Deputy Clerk I to perform entry level and working level duties across essential clerical tasks. The role supports daily processes and statutory obligations with attention to accuracy and confidentiality.

Responsibilities include creating documents, processing forms and payments, serving the public in person or by phone/email, and maintaining records in line with state and federal laws.

Qualifications

• High school diploma or equivalent.
• At least 1 year of full-time general clerical support experience. An acceptable combination of education and experience may be considered.
• Preference for experience with writing meeting minutes.
• Preference for experience with Utah's Open and Public Meetings Act.

Responsibilities

• Creates letters and other documents as required. Processes reports, forms, payments, certificates, applications, or other materials. Maintains a variety of records and files according to established methods and procedures; compiles and tabulates data for records and reports.
• Interacts with the public and employees in person, on phone calls and via email, answering any questions or matters of a non-technical or routine nature and may direct them to the appropriate staff member.
• Properly handles sensitive and confidential information and records in accordance with federal and state laws.
• Assists and instructs the public in the application process for marriage licenses; verifies eligibility according to established statutes and ordinances; reviews applications for completeness and accuracy; issues licenses and maintains records of the same.
• Provides assistance and education to marriage officiants to ensure proper completion of marriage documents.
• Collects and receipts fees for various transactions and services; balances money received at end of day and prepares applicable reports.
• Performs data entry and update of voter registration records, vote history, petition participation, etc. in accordance with Federal and State Law, rule, policy and/or ordinance.
• Assists in maintaining accurate inventory and programming of voting equipment, conducting pre-election and post-election testing and auditing of voting equipment, maintaining accurate service logs for all equipment.
• Assists with recruiting and training election poll workers, creating and writing poll worker training curriculum, designing, and preparing training materials.
• Assists with programming, receiving, processing and counting ballots, in accordance with Federal and State Law, rule, policy and/or ordinance.
• Performs a variety of post-election functions relating to reconciliation sheets, provisional ballot processing, and processing poll worker pay vouchers.
• Ensures long term preservation of archival materials by understanding, adhering to, and implementing best practices for handling, rehousing, retrieval, and accurately capturing metadata regarding the materials.
• Scans documents, reports, and maps using various computer software for long term storage. Creates and maintains digital records for inventory and retrieval processes.
• Prepares documents for digitization or microfilming by segregating, purging, and copying records as needed. Assists with moving, retrieving, shredding, and storing of hard copy records, digital records and microfilm.
• Assists with navigating, understanding, locating, and maintaining accuracy of retention schedules as approved by the State Archives.
• Assists County departments with transfer of records to the Records Center or State Archives, and proper record destruction.
• Assists Commissioners with administrative details related to meetings of the legislative body and the associated documents.
• Provides information and assistance to department heads, elected officials, County employees, and the public regarding the legislative body meetings.
• Helps to ensure the County is compliant with the State code related to open meetings.
• Writes and edits meeting minutes for the legislative body. Manages the document templates used in the creation of agenda items, agendas, minutes, etc.

Skills

General clerical experience

Attention to detail

Communication skills

Education

High school diploma or equivalent

Job description

Department: Clerk's Office

Salary: $19.26 - $29.78 Hourly

Closing Date: Open Until Filled

Davis County Clerk's Office is looking to hire a part-time Deputy Clerk I. This position performs entry level or working level duties to advance the daily work processes and statutory obligations of the Office of the County Clerk, may be assigned to one or more of four areas of responsibility within the office. Level II requires independent judgment and advanced knowledge of the department to improve the daily work processes

Requirements

Deputy Clerk I

• High school graduation or equivalent.
• One year of full-time general clerical support experience. An acceptable combination of education and experience may be considered.

Preference for experience with writing meeting minutes.

Preference for experience with Utah's Open and Public Meetings Act.

Day to Day Duties

• Creates letters and other documents as required. Processes reports, forms, payments, certificates, applications, or other materials. Maintains a variety of records and files according to established methods and procedures; compiles and tabulates data for records and reports.
• Interacts with the public and employees in person, on phone calls and via email, answering any questions or matters of a non-technical or routine nature and may direct them to the appropriate staff member.
• Properly handles sensitive and confidential information and records in accordance with federal and state laws.

Public Support and Services:

• Assists and instructs the public in the application process for marriage licenses; verifies eligibility according to established statutes and ordinances; reviews applications for completeness and accuracy; issues licenses and maintains records of the same.
• Provides assistance and education to marriage officiants to ensure proper completion of marriage documents.
• Collects and receipts fees for various transactions and services; balances money received at end of day and prepares applicable reports.

Election Administration:

• Performs data entry and update of voter registration records, vote history, petition participation, etc. in accordance with Federal and State Law, rule, policy and/or ordinance.
• Assists in maintaining accurate inventory and programming of voting equipment, conducting pre-election and post-election testing and auditing of voting equipment, maintaining accurate service logs for all equipment.
• Assists with recruiting and training election poll workers, creating and writing poll worker training curriculum, designing, and preparing training materials.
• Assists with programming, receiving, processing and counting ballots, in accordance with Federal and State Law, rule, policy and/or ordinance.
• Performs a variety of post-election functions relating to reconciliation sheets, provisional ballot processing, and processing poll worker pay vouchers.

Record Preservation and Access

• Ensures long term preservation of archival materials by understanding, adhering to, and implementing best practices for handling, rehousing, retrieval, and accurately capturing metadata regarding the materials.
• Scans documents, reports, and maps using various computer software for long term storage. Creates and maintains digital records for inventory and retrieval processes.
• Prepares documents for digitization or microfilming by segregating, purging, and copying records as needed. Assists with moving, retrieving, shredding, and storing of hard copy records, digital records and microfilm.
• Assists with navigating, understanding, locating, and maintaining accuracy of retention schedules as approved by the State Archives.
• Assists County departments with transfer of records to the Records Center or State Archives, and proper record destruction.

Commission Meeting Agenda and Minutes Coordination

• Assists Commissioners with administrative details related to meetings of the legislative body and the associated documents.
• Provides information and assistance to department heads, elected officials, County employees, and the public regarding the legislative body meetings.
• Helps to ensure the County is compliant with the State code related to open meetings.
• Writes and edits meeting minutes for the legislative body. Manages the document templates used in the creation of agenda items, agendas, minutes, etc.

About Utah

From rugged red rocks to superb ski slopes, Utah has it all including 5 national parks! It's both a great place to raise a family and a great place to retire. While structured and traditional, we are equally focused on innovation for the future.

Known for our natural resources, we are also brimming with human resources. And, we are committed to attracting and utilizing the best of that human capital to help us accomplish our mission with ever-increasing efficiency and the highest degree of integrity. We show our employees that we value them by offering awesome benefits, work-life balance, and opportunities for professional development.

Check out all the reasons why Davis County is a great place to work, live and play: