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JOB SUMMARY
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Under general direction, learns and performs professional level and responsible administrative, organizational, systems, budgetary and other analysis and staff support related to department of divisional operations. Plans, assigns, manages, trains, reviews and evaluates the work of support staff providing public service and mandated record retention services. Personally performs difficult and technical support work and administrative functions. Makes recommendations and assists in policy and procedure implementation.
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Senior Clerk/Register Analysts work with the Chief Deputies and the Elected Department Head performing a variety of job duties within the department. They MUST possess a very specialized body of knowledge regarding department, divisional tasks and job duties that is most likely gained through work in the Department.
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This is an alternately-staffed class, in which appointments may be made at either LEVEL I or LEVEL II. LEVEL I is the entry level into this professional field, in which incumbents build upon some existing administrative experience and learn County policies and procedures. Initially under close direction, employees gradually receive more complex assignments and work more independently as experience is gained. Employees may advance to LEVEL II, or fully experienced level, with possession of a Bachelor¿s Degree or after gaining the required experience with satisfactory job performance in Vital Records or Register of Deeds and demonstrating acceptable work proficiency and understanding of legal requirements of the office. At LEVEL II, employees are expected to independently perform varied work in several of the areas outlined below.
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EXAMPLES OF DUTIES
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Essential Duties:
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Plans, organizes, assigns directs, reviews and evaluates the work of support staff
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Orients and provides for the training of new personnel in the department
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Assists in the interviewing and selection of new staff
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Assists in disciplinary actions
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Has the access to and ability to create confidential personnel files
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Has the compliance authority over confidential records
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Prepares and submits various reports to regulatory agencies.
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Assists in the development of long and short range goals, policies and procedures.
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Has limited authority to act in the absence of the Chief Deputy.
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Has independent decision making authority
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Authority to make and authorize payments on divisional purchases
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Plans and organizes administrative functions related to the activities or operations of the area assigned.
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Trains assigned staff in appropriate departmental and County procedures.
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Prepares a variety of technical, statistical and narrative reports, correspondence and other written materials.
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Uses standard office equipment necessary to function effectively and efficiently.
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Sets priorities, while coordinating multiple projects and meeting critical deadlines.
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Directs the work of others to assure workflow status and completion and adjusts daily assignments as needed.
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Participates on County committees, Professional Development, Leadership Academy and assorted meetings.
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Identifies problems and resolves them or makes recommendations to resolve them.
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Ensures adequate staff training to comply with State mandated recording requirements and filing guidelines.
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Oversees and assures accuracy and security of records.
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Performs regular staff evaluations, work plan meetings and periodic training sessions.
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Responds to difficult and stressful situations that require immediate solutions.
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Ensures overall functionality of technical operations.
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Assists in the implementation of technological change, training and updates
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Participates in RFP creation and vendor selection processes
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Makes decisions about short-term staff assignments and schedules.
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Reviews and approve daily financial transfer reports.
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Maintains daily data used for reports of work volume, financial progress and work backlogs.
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Refers legal issues to the Chief Deputy, Clerk Register or Corporate Counsel, after review and with a recommendation.
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Completes quarterly and annual personnel reviews.
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Recommends long term adjustments regarding staff assignments and schedules to the Chief Deputy.
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Reviews and recommends changes in recording processes and technology to the Chief Deputy.
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Reviews changes in work processes and technology and assist in implementation.
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The above statements are intended to describe the general nature and level of work being performed by employees assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
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EMPLOYMENT QUALIFICATIONS
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Knowledge of:
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Administrative policies, procedures, rules and regulations related to the department.
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Accounting and financial record keeping.
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Office administrative practices and procedures including filing and business writing.
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Principles of work organization, coordination and delegation.
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State mandated filing specifications related to record retention and management.
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Business math, including percentages and decimals.
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Current English usage, including spelling, grammar and punctuation.
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Business data processing principles and systems, including the use of word processing or personal computing equipment.
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Principles and practices of public administration
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Applicable federal, state and local laws and regulations
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Research, data analysis and reported preparation techniques
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Statutes governing operation of Department/Division
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Skill in:
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Planning, leading, assigning, motivating, managing, reviewing and evaluating the work of others.
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Training others in work processes and procedures.
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Performing varied and responsible office administrative work.
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Using tact, discretion, initiative and independent judgment within established procedural guidelines
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Preparing routine correspondence.
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Collecting, analyzing and evaluating varied information and data
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Interpreting, applying and explaining complex laws, policies and regulations
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Setting priorities, coordinating multiple projects and meeting critical deadlines.
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Directing the work of others on a day to day basis
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Using sound, independent judgment
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Preparing clear, concise and effective written materials
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Strong communications skills.
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Demonstrated ability to provide quality customer service
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Applying and explaining complex policies and procedures.
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Organizing work, setting priorities, coordinating multiple projects and meeting critical deadlines and following up on the work with minimal direction.
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Organizing and maintaining accurate records and files.
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Establishing and maintaining effective working relationships with those contacted in the course of the work.
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Making accurate calculations.
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PHYSICAL DEMANDS:
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Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer; sufficient vision to read printed materials and a computer screen; sufficient hearing and speech to communicate in person or over the telephone.
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These requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
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EDUCATION
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Minimum of a possession of an Associate's Degree with major coursework in business or public administration, or field related to the work
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EXPERIENCE
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Desired experience includes significant, progressive responsibilities in office administration and/or technical managerial support work, with emphasis on record keeping using modern software solutions, managerial or leadership experience, the provision of statutorily mandated services, and verbal and written communication with a diverse audience.
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Level I-Grade 28:
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Possession of an Associate's Degree with major coursework in business or public administration, or field related to the work
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Three (3) years of experience with progressive responsibility in office administration or technical managerial support work.
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Level II-Grade 30:
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Bachelor's Degree with major coursework in business or public administration, or field related to the work or work experience equivalent to three (3) years at Level I which includes Vital Records, Register of Deeds and the legal requirements of such with satisfactory job performance.
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This class description intends to identify the major duties and requirements of the job and should not be interpreted as all-inclusive. Incumbents may be requested to perform job-related duties other than those outlined above and may be required to have specific job-related knowledge for successful job performance.
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FILING DEADLINE: 5/26/20
CONTROL NUMBER: 2005-1700-28010001
AN EQUAL OPPORTUNITY EMPLOYER
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