DEPUTY COUNTY CLERK

BENTON COUNTY

Job Description

JOB TITLE: Deputy Clerk

SUMMARY:

Reports to the County Clerk. Performs all voter registration processes, issues various licenses under the jurisdiction of the County Clerk, and files county documents of which the County Clerk is custodian. Responsibilities are performed under supervision of the County Clerk, Chief Deputy Clerk, or Elections Administrator. This position is well-versed in all office functions, and is expected to attain proficiency in all aspects of the voter registration, marriage licensing, business licensing, and county court recording processes.

ESSENTIAL DUTIES AND RESPONSIBLITIES include the following. Other duties may be assigned.

• Answers inquiries by providing information related to the County Clerk’s office, including, but not limited to, voter registration, candidate filings, elections, marriage licenses, DBA certificates, county court records, and any other records or proceedings filed in the office of the County Clerk. Assists the general public on a daily basis.
• Duties are performed under limited supervision; projects are completed without direct supervision.
• Collects fees and prepares receipts. Totals individual drawer daily, reconciling any receipts and money received.
• Participates in reconciliation of monies from other employees and branch offices.
• Transports money to bank for deposits.
• Directs phone calls to the appropriate recipient without assistance.

• Computer input for new registrations, address changes, registration cancellations as directed by the Elections Administrator.

• Receives and processes daily mail. Handles correspondence and responses.

• Assists with absentee and early voting process.
• May be called upon to set up and activate early voting machines to be used during early voting in the County Clerk’s office as instructed by the Elections Administrator.
• Participates in the odd-year mailing process including receiving, processing, scanning, and filing of notices.
• Assists with maintaining physical inventory of voter records and destruction of records in accordance with state statues regarding record retention.
• Fulfills Public Service Requests for voter information.
• Assists in accepting and filing petitions from candidates for office and certifies to election commission. Mails all necessary forms to candidates and files same.
• Participates in the post-election process, which includes receiving all election materials designated for the County Clerk after election.
• Issues, files, and records marriage licenses daily.
• Processes data regarding marriage licenses issued and recorded to be submitted each month to the Arkansas Department of Health – Division of Vital Records.

SPECIAL DUTIES WHICH MAY BE ASSIGNED AS NEEDED

EQUALIZATION BOARD:

• Assist County Clerk in performing all responsibilities and duties as Secretary to the Equalization Board

• Supervise and assist with training other temporary secretaries needed while the

• Equalization Board is in session.

• Attend, record, and take minutes of all meetings for Equalization Board.
• Maintain pay sheets, roll call, and attendance records of all meetings.
• Distribute copies of all such recordings to Equalization Board members and any other interested parties.
• Maintain tape recordings and manual notes.
• Prepares Reports of all adjustments made by the Equalization Board.
• Prepare notices of changes in assessments and mail them to taxpayers.
• Balance and Prepare Equalization Board Abstract.
• Prepare Summary of Assessment Report and assist with roll-back calculations.
• Assist in the preparation of Final Settlement.
• Maintain tax mileage rate information.
• Assist the public with petitions to appeal Equalization Board decisions to the County Court.

ANNEXATIONS:

• Receive annexation petitions and verify that all requirements for filing have been met.
• Prepare orders, notices, and other case file documents as needed; maintain case file.
• Coordinate scheduling of county court hearings with the County Judge’s Office.
• Have general knowledge of annexation laws, and stay updated on legislated changes.

• Coordinate changes in city and county boundaries with the Voter Registration Mapper to make sure that voters are placed in the correct jurisdictions.
• Attend county court hearings and maintain files of proceedings.
• Prepare and forward final disposition of case to the Secretary of State’s Office, and other affected entities.

TAX SEARCH CERTIFICATIONS:

• Search real estate tax records to determine if all taxes have been paid on a particular parcel for a specified number of years (7 or 15)
• Prepare certificate indicating the amounts paid each year and by whom.
• Forward to requesting party; accuracy is imperative as it could affect ownership of a property.

LIQUOR TAX PERMITS:

• Prepare tax permit certificates and send them to permit holders.
• Receipt fees and monthly taxes.
• Maintain records of permit holders and fees paid.
• Notify permit holders when renewals are due.

SUPERVISORY RESPONSIBILITIES:

• Ability to initiate action for non-routine projects and working out solutions to problems. May be responsible for directing others who have been assigned to assist with specific projects. Responsibilities are performed under limited supervision.

QUALIFICATION REQUIREMENTS:

• To perform this job successfully, an individual must have knowledge of county and state regulations, and possess the ability to perform any regular duty of the county clerk’s office satisfactorily.

EDUCATION and/or EXPERIENCE:

• High school diploma or equivalent is required as well as training in secretarial and clerical skills. Requires proficiency in Microsoft Office Suite functions.

OTHER SKILLS and ABILITIES :

• The incumbent must possess good computer and general office practices and procedures skills as well as be proficient in the use and operation of all associated office machines and equipment. Ability to present facts, recommendations and directives effectively in oral and written form. Must have excellent communication, problem solving and analytical skills. Knowledge of county, state, and federal regulations and laws affecting voter registration, elections, marriage, and business filings.

WORKING RELATIONSHPS :

• Daily contact with the public, and occasional contact with candidates, public officers, election commission and elected City, State and School officials.

PHYSICAL DEMANDS :

• 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.
• While performing the duties of this job, the employee is regularly required to sit, stand and walk; use hands to handle or feel objects/controls and talk or hear. The employee must occasionally climb, stoop, kneel, crouch and reach with hands and arms. Specific vision abilities required by this position include close and distance vision and the ability to adjust focus.
• The employee must occasionally lift and/or move up to 50 pounds.

WORK ENVIRONMENT :

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the typical work environment is moderate.