Job Summary

Under basic supervision, the Official Records Clerk performs a variety of clerical duties involving processing and maintaining records and permit applications, assisting with election processes, and providing general customer service to citizens and the public.

Job Responsibilities

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

Attends Board of Supervisor meetings and records official minutes; compiles and forwards copies of minutes to appropriate department members and other parties.

Maintains accurate records of Board of Supervisor's minutes and any other legally required documents in accordance with records retention procedures and requirements.

Ensures all Board actions, budget notices, ordinances, tax sales notices, and other notices are published in a timely and appropriate manner.

Performs various clerical duties to include answering incoming phone calls and assisting walk-in customers.

Processes accounts payable for the Auditor's Office, Courts, and non-departmental accounts; verifies information is accurate; balances general ledger accounts on a regular basis.

Retrieves and prints voter information data upon request of citizens and candidates; receives and processes candidate paperwork.

Processes payroll and mileage claims for precinct election officials; assists in other election processes as assigned.

Processes applications for liquor, beer, cigarette, and casual sales licenses and permits.

Maintains office supply inventory and orders supplies as necessary.

Maintains accurate and updated information on the Auditor's webpage to include Board of Supervisor minutes, accounts payable, purchase card reports, the Scott County Local Government Guidebook, and others as assigned.

Demonstrates the ability to exemplify, by his/her actions, the County PRIDE philosophy.

Performs related duties as assigned.

Standards for Initial Consideration

Education, Training, and Experience Guidelines:
High school diploma or GED equivalent; AND two (2) years of previous clerical experience; OR an equivalent combination of education, training, and experience.

Knowledge of:
Applicable local, State, and Federal laws, codes, regulations, and ordinances.

Records maintenance and retention policies, procedures, and practices.

Business management and payroll software.

Customer service principles, practices, and etiquette.

Payroll, accounts payable, and revenue collection procedures.

Skill in:
Typing and entering data with speed and accuracy.

Maintaining accurate records and filing systems.

Establishing and maintaining cooperative working relationships.

Communicating effectively verbally and in writing.

Supplemental Information

License and Certification Requirements
None.

Physical Demands and Working Environment:
Work is performed in a standard office environment.

Benefits

The following is a summary of benefits provided to non-union County employees. Benefits for employees covered under a collective bargaining agreement may vary somewhat depending on specific contract provisions.

• Scott County Employment Benefits