Office Associate - County Clerk - Harvey County

Minimum Starting Wage: $17.98
To apply for this job, please visit the following link:  https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=74ae4006-0dd0-40db-a2ba-9b6795ae239a&ccId=19000101_000001&lang=en_US 

POSITION SUMMARY  

This position provides administrative and clerical support of the County Clerk department.

ESSENTIAL FUNCTIONS  

The following duties are normal for this position.  However, they are not to be construed as exclusive or all–inclusive.  To perform this job successfully, an individual must be able to perform each duty satisfactorily.  Other duties may also be required or assigned.

• Primary customer service contact for internal and external customers; greets, receives, and screens visitors and customers on the phone or in-person; address and resolve customer questions as able and refer complex inquiries, requests, or complaints to appropriate staff.  
• Primary provider for the sale of licenses and permits, such as KS Department of Wildlife fishing/hunting licenses, boating licenses, moving permits, Cereal Malt Beverage licenses, homestead filings, Kansas food sales refund claims, issuing cemetery military markers and Notary services.
• Evaluates information on applications to verify completeness and accuracy and to determine whether applicants are qualified to obtain desired licenses or permits. Answers questions or provides information regarding licensing or permitting policies, procedures, or regulations.
• Responsible for maintaining voter registration data and entry of voter information into the computer (ELVIS); maintains registration rolls; processes voter records requests; processing advance ballot requests, sending and receipting advance ballots.
• Assists with preparation and administration of election activities including recruitment of election workers, arranging polling places, procuring supplies and ballot production.
• Assists with election night check-in and balancing and operation of central vote counter and tabulation of election results. Assists with preparation for canvass of election and processes to finalize each election.
• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.
• Performs bookkeeping functions including account statements and daily deposits; communicates with agencies with delinquent accounts or insufficient balances; receipts, posts, and records payments.
• Assists with corrections to the tax roll, transfer deeds, works with the intangible tax roll.
• Assists with accounts payables by coding and entering the amounts into the computer.  Provides backup to the Accounts Payable Office Specialist when needed; checking and verifying the input and source documents, printing checks and balancing reports.
• Provides assistance and support to other team members as needed.

MINIMUM REQUIRED QUALIFICATIONS

• Associate's degree or equivalent from an accredited college or one (1) year of general administrative office experience or training.
• Notary Public designation or eligibility.

SUPERVISORY RELATIONSHIPS

Works under the supervision of the County Clerk. Employee may need to occasionally choose from defined alternatives to resolve problems but consults with the County Clerk on matters not covered by guidelines. Incumbent has no supervisory responsibilities.

KNOWLEDGE, SKILLS AND ABILITIES

• Comprehensive ability to read and interpret legal descriptions, real estate documents and ability to read map legals.
• Knowledge of administrative policies and procedures of the County.
• Knowledge of current office practices and procedures consistent for this position.
• Knowledge of computer software consistent for this position.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Skill in accounting and accounts payable/receivable practices, procedures and methods.
• Skill in researching and understanding complex written materials.
• Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to analyze facts and to exercise sound judgment in arriving at conclusions.
• Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.
• Ability to work the allocated hours of the position and respond after hours as needed.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description 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 or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.  

• Essential Physical Functions of the position are provided in the Functional Job Analysis Attachment.
• Ability to observe details at close range.
• Communication is required for expressing or exchanging ideas so others understand.
• Work has no exposure to adverse environmental conditions.
• Work is generally in a moderately noisy office setting.

Vacancy closes January 21, 2025. EOE.

Applicants have rights under Federal Employment Laws. Please find more information under the following links:

https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fmlaen.pdf

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/eppac.pdf