Office Specialist II

Employment Opportunities To assist the County Clerk to provide, in a prompt, professional and courteous manner, services to State, County, local Government officials, and the public as directed by Wisconsin Statutes and the Burnett County Board of Supervisors. Assist the County Clerk in administrating and coordinating the activities of the office. This position involves record keeping according to standard accounting practices, clerical duties, and related statutorily responsibilities. Skill Sets Necessary to Perform Position Duties: Administrative Assistants are in critical support roles, helping to maintain contact lists, organization, communicate on behalf of the County Clerk’s office with departments and board supervisors, schedule meetings and more. This includes written and verbal communications skills, organization, time management, attention to details, problem solving, technology skills and ability to work independently. Essential Functions of the Position: Audit and complete Per Diem/expense/mileage reimbursement forms for County Board members to be submitted to the administration department, contact County Board Supervisors with reimbursement questions, and contact County Board Chair to authorize requests. Prepare agendas, minutes and post meeting dates on website, assist in preparing resolutions and ordinances, research information requests from Board Members, assemble documents and prepare meeting room for County Board Sessions. Distribute and collect required state election forms from elected county officials per Wisconsin Statutes. Ability to operate standard office equipment (telephone, computer, copier, printer, camera, audio & video conference equipment) and software such as (Microsoft Office, WisVote, Statewide Vital Records Information System (SVRIS), Civic Plus web-based content management system, Burnett County Geographic Information Web Server (GIS), Zoom, VLC Media Player, Audacity, Adobe, New World, TTech, P-touch Editor and UPS WorldShip). Calendar management for fleet and room reservations for all departments within the county in Outlook. Coordinate routine maintenance and oil changes for the county fleet vehicles through the County Highway Shop or by scheduling repairs with authorized dealerships as needed. Process all daily outgoing county mail using the Quadient mail machine; compile and report departmental postage totals to the Administration Office. Additionally, collect monthly meter readings from contracted copy machines and mileage totals for county fleet vehicles. Coordinate routine or emergency maintenance for copy machines and order supplies. General knowledge of all department services in order to serve the public in an educated and efficient manner, answer questions, ascertain the appropriate contact with the department or refer to an outside source if necessary. Responsible for training employees on the proper use and basic trouble shooting of office equipment such as printers, scanners, video conferencing tools; Riso duplicator, folding machine, binding machine, large scale cutters, laminators and industrial staplers. Includes developing instructional resources, conducting live demonstrations and supporting staff in day-to-day usage of equipment available for use to all departments, located in the mail/work room. Administer various election responsibilities including managing the WisVote Systems at the County Level and for 22 municipalities, set-up of all elections within the WisVote system, generating reports, recording all voter participation and entering all new voter registration forms and generating all poll books. Perform address verification work within the WisVote System and create a new address if necessary. Verifying and preparing ballot information, assisting with election training each year for several hundred county election workers and clerks, providing election supplies for 24 municipalities and assisting in all recounts if required by the state. Perform all relier services for 24 municipalities for pre- and post-election documentation. Develop and distribute tally sheets, create website pages for election night results, enter election results into state canvass system by processing accurate records in WisVote and prepare required state canvass results for Wisconsin Election Commission, bill municipalities for expenses, assist municipal clerks, file election documents/ ballots/poll books and label with retention period. Attend Wisconsin Election Commission webinars and training. Provide support and training for use of meeting rooms for internal departmental use and for outside public users on the video and audio system. Reconciles cash drawer, audit transactions and deposits monies with the Treasurer’s Office for receipting. Enter receipts in accounting software and deposit money with Treasurer. Prepare marriage applications confirming both the appropriate legal documentation and applicant’s eligibility to marry per guidelines set by State Statute and State Vital Records Office. Assist the public in scheduling appointments. Review documentation requirements to present at appointment with the applicants. Accurately entering applicants’ data into the Statewide Vital Records Information System (SVRIS), collect application payment and maintain confidentiality. Prepare annual marriage license report and payment to Wisconsin Department of Administration. Preparing, issuing and recording annual dog tag distribution to municipal treasures and reconciling dog reports as they come in throughout the year. Ensure proper publication of legally required official notices for the municipalities. Prepare annual dog listing reports and payment for Wisconsin Department of Administration. Create and maintain the county phone directory and website contact list, including updating employee contact information and adding new staff as needed. Manage and update the County Clerk’s webpages, design and create webpages and assist with maintaining other departmental, community and general webpages as requested, utilizing Civic Plus web-based content management system. Coordinate tax deed sales for delinquent properties in accordance with Wisconsin State Statutes; conduct research, compile documents and prepare associated Quit Claim Deeds. Knowledge and use of legal descriptions and daily use of Burnett County Geographic Information Web Server (GIS) to provide accurate information when developing Wisconsin Surplus sale information. Serves as a passport acceptance agent by Federal Government regulations including accepting, proofing and processing applications, taking acceptable passport photos as directed by Federal Guidelines and maintaining application log. Must be able to pass the Passport Acceptance Agent Exam and maintain required training and certification to be an Acceptance Agent on a yearly basis. Participate in and pass the in-person bi-annual audit with the U.S. Department of State to continue as a passport issuance agency. Assist the public with scheduling appointments and maintain service standards in accordance with the Passport Agent’s Reference Guide (PARG) by reviewing the passport application for proper completion, collect correct documents for evidence of birth, residence and life history in the United States or Naturalization, and gather the evidence submitted as proof of identity. Assist with Timber Intent to Cut Notices required by State Statutes, issue Wisconsin DNR burning permits, sell plat books, make copies and assist with public records and information requests. Develop, design and print the county directory booklet by collecting and organizing updated contact information throughout the year from all county departments, municipalities and relevant external agencies. Design and print business cards for county employees and county board members, print return addresses on all new envelopes, and booking folders for the Sheriff’s Department using the RISO printing machine, ensuring accuracy and consistency for all county departments. Assist with county purchasing and lodging arrangements for many departments within the Government Center and Highway /Forestry Facility, including setup of reservations, creating purchase orders, processing invoices and perform accounts payable functions, ensuring compliance with applicable policies and procedures. Support County Board of Supervisors with various needs in-order to ensure they have the information and documentation they need to carry out their tasks. Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty accurately and in a timely and efficient manner. 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. The deputy shall perform the duties of the County Clerk in his/her absence or disability. Wis. Stats. 59.23(1) Education and/or Experience: This position requires a high school diploma, two years of post-secondary education plus a minimum of two years office experience, or a combination which provides the essential knowledge, skills and abilities. Additional requirements include considerable knowledge of office procedures, proficient with computers, internet, Microsoft Office, Outlook, scanners, photocopiers, printers, fax machines, folding machines, postal machines, calculators, multi-line telephones. Be able to read and understand deeds, land contracts and legal descriptions, the ability to work with websites and learn new systems, programs and software applications on the job. Other Knowledge, Skills and Abilities: Ability to meet and deal with public and to establish and maintain an effective working relationship with staff and members of the public. Ability to exercise good judgment in approaching situations and making decisions. Ability to prepare and maintain clear and accurate records and reports. Ability to multi-task in a very busy environment and still provide a high level of public service while completing the duties of the office with accuracy and efficiency. Physical Demands: Physical demands of this position vary from day to day and are highly dependent on the particular function being fulfilled on that day. Ability to work in office setting, using appropriate office equipment (copy/fax machines, computer, printer, telephone, calculator, etc.) Ability to walk, sit, stand, bend, twist, stoop, push, pull, carry and lift as needed; occasionally this position may be required to lift up to 50 lbs. Ability to coordinate eyes, hands, feet and limbs in performing skilled movements, such as keyboard use. Ability to travel to various offices within courthouse and/or outside of building. Occasional travel and training required. After hours work 2-4 times per year due to elections. The abilities, duties, and responsibilities listed above are intended only as illustrations of the various types of work that may be performed. The omission of any specific statement of abilities, duties, or responsibilities does not exclude them from the position if the work is similar, related, or a logical assignment of the position. The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the position change. Category: County Clerk's Office | Status: Open | Application Deadline: September 11, 2026 at 3:30 PM | Closing: September 11, 2026 3:30 PM | Salary $19.60/Hour | 40 Hours of Paid Time Off on Hire! | County Benefits Package, including Wisconsin State Retirement #J-18808-Ljbffr Burnett Co