Clerk I

Job Description

Job Description

Description:

Job Purpose and Objectives: The Clerk I serves as a front-line administrative support position in the County Clerk’s Office, providing essential clerical and customer service duties to assist with the daily operations of the office. This position supports the maintenance of public records, assists in elections administration, processes official documents, and serves as a key point of contact for the public and other county departments. The role ensures accuracy, efficiency, and confidentiality in handling sensitive and official records while upholding the integrity and transparency of county government processes.

Cultural Competencies:

· Job Ownership, Accountability & Reliability : Follows up on and meets commitments; can be depended upon to be willing to work, do it properly, and complete it on time. Takes pride in the job and ownership for work, and possesses a strong ability to stay focused on individual, department, and County results. Faithfulness in coming to work daily and conforming to scheduled work hours.

· Communication: Clearly and effectively expresses ideas, instructions, and thoughts (verbally and in writing) so they are clearly understood. Demonstrates a level of listening skill such that customer and co-worker needs are understood and resolved. Communicates respect for and recognition of the contributions of individuals at all levels of the organization.

· Customer Focus & Public Relations: Builds positive internal and external customer relationships; is committed to customer satisfaction; assumes responsibility for solving customer problems and ensures commitments to customers are met.

· Initiative: Independently acts to resolve problems and provide solutions; seeks out new responsibilities; generates new ideas; practices self-development. Able to follow through on assignments and take appropriate action with the appropriate amount of supervision for this position.

· Organizational Compliance & Safety: Complies with external regulations and internal policies, rules, and procedures to help protect the organization from fraud, waste, abuse, discrimination, and other practices that disrupt operations and/or put the County at risk. Understands, supports, and follows safety standards as required by the job; keeps the workplace clean and safe. Demonstrates appropriate use of and respect for County property and equipment.

· Teamwork: Encourages and facilitates cooperation, pride, and trust among the team; fosters commitment and team spirit; works cooperatively with others to achieve overall goals. Readiness to respond positively to instructions/ procedures.

Essential Duties:

· Accept and review incoming documents for recording, filing, or certification

· Ensure documents meet statutory requirements for processing

· File, scan, and index records in both physical and digital systems

· Ensure all records are organized, secure, and accessible for internal use and public inquiries

· Register voters and update voter records

· Prepare materials for elections, including ballots, poll books, and supplies

· Greet and assist members of the public in person, by phone, or by email

· Provide information regarding county services, public records, elections, and licensing

· Handle sensitive documents and information in compliance with county policies and applicable laws

· Perform other duties as assigned

Position Requirements and Qualifications:

• High school diploma or equivalent (GED) required
• Previous clerical or administrative experience preferred
• Experience with data entry, recordkeeping, and customer service is highly desirable
• Familiarity with standard office practices, filing systems, and administrative procedures
• Ability to operate office technology, including Microsoft Office, scanning equipment, and record management systems
• Strong verbal and written communication skills to interact effectively with the public, coworkers, and other departments
• High level of accuracy and attention to detail when reviewing, processing, and entering data
• Professional, courteous, and helpful demeanor when dealing with the public or responding to inquiries

Work Environment and Physical Demands:

The work environment characteristics and 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.

· Work location(s) of the job:

o Indoors – Frequently. Usually well-lit, heated, and/or air-conditioned indoor office setting with adequate ventilation.

o Outdoors - Occasionally

· Objectionable condition(s) found on the job:

o Computer Use – Constantly

o Driving/Travel – Occasional local travel, which may involve exposure to extreme weather conditions.

· Undesirable health and safety condition(s) under which employee must perform:

o None

· Machines, Tools, and/or Equipment Used:

o Basic office equipment to include computer, copy machine, fax machine, printer, telephone system.

o Computer software programs and applications such as MS Office.

· Physical characteristics/requirements of the job:

o Sit/Stand/Walk - Regularly

o Kneeling – Occasionally

o Crouching – Occasionally

o Using Fingers/hands – Frequently required to use hands to finger, handle, or feel; reach with hands and arms.

o Talking - Frequently

o Hearing – Frequently; noise level is usually moderate.

o Seeing – Constantly

o Vision Abilities – close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

o Lifting/Moving – Occasionally; seldom lifting/moving a maximum weight of 20 pounds.

· Personal contacts:

o Departmental – Regularly

o Other departments – Provides information and data to employees in other departments and to elected officials

o Outside the organization – Regularly

Veterans Preference Eligible (VPE):

Former military personnel or their spouse verified as a “veteran” under K.S.A. 73-201 will receive an interview if they meet the minimum requirements of the position. The veterans’ preference laws do not guarantee the veteran a job. Positions are filled with the best-qualified candidate as determined by the hiring manager. Additional VPE information can be found at -employment-center/sec-home/vp/