POSTING DATE: November 20, Full-Time (37.50 Hrs/Wk) $52,973 - $66,192 Annually

Transcription

1 POSITION OPENING POSTING DATE: November 20, 2018 DEPARTMENT: POSITION TITLE: HOURS: FLSA: County Clerk/Recorder Chief Deputy Procedure Analysts Full-Time (37.50 Hrs/Wk) Exempt GRADE: 17 WAGE: $52,973 - $66,192 Annually APPLICATION DEADLINE: Until Filled Interested candidates should submit a resume and a County Employment application to: Human Resource Department 11 S. 4 th Street McKenzie Building Suite 114 Pekin, IL The Tazewell County Employment application and job description can be found on the Tazewell County website at: at the under How Do I.. Apply for a Job?. Tazewell County is an Equal Opportunity Employer

2 Tazewell County Job Description Job Title: Chief Deputy Procedure Analyst Department: County Clerk/Recorder Reports to: County Clerk/Recorder FLSA Status: Non-Exempt Grade: 17 Prepared Date: November 01, 2013 SUMMARY: Hired by and under the general supervision of the County Clerk/Recorder, Chief Deputy/Procedures Analyst performs a variety of professional responsibilities to include, print shop, payroll, bookkeeping, supervision, election activities, recording functions, and general management of the County Clerk/Recorder s office operations. Report directly to Tazewell County Clerk. This position is second-in-command to the County Clerk and serves as County Clerk in his/her absence. In addition to the general clerical staff, print shop staff and payroll function staff, the Supervisor of Elections and Supervisor of Recorders and his/her staff also reports directly to this position. The Chief Deputy/Procedures Analyst also works closely with all County elected and appointed department heads and officials, County employees, members of the public and local, state and federal offices and personnel. PRIMARY DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned to meet business needs. Prepare to act as the County Clerk in the absence of the County Clerk Supervise office staff and operations of entire Clerk/recorder department Track and monitor staff attendance, scheduling and work production of the office staff Review and monitor office policies and work procedures and make recommendations to the Clerk for changes and/or improvements Conducts all discipline activities of direct reports and prepares annual reviews for discussion with direct reports

3 Serves as Freedom of Information Act (FOIA) officer for the County Clerk/Recorder s office and is certified on an annual basis Serve as point of contact for state office functions, Information Technology (IT) updates and issues and various external vendors Attend all County Board meetings in an official meeting transcription function to supervise Maintain and use a working knowledge of all County Board procedures and member responsibilities Supervises and edits the preparation and production of the annual County Yearbook for internal and public use Responsible for accuracy, posting and updating all information on the County Clerk/Recorder s office website Prepares the annual operating budget of the County Clerk/Recorder s office; monitors all income and expenses and creates budget reports Manages the records management; retention and disposal function of the County Clerk/Recorder s office Maintains working knowledge of the processes of other County Clerk/Recorder office functions to include Vital stats(births, deaths, marriages); Tax Redemption (pay tax buyers, balances, 1099 reporting) Bookkeeping (external auditor reports); Marriages and Civil Union license; Tax Extensions; print shop; liquor and raffle licensing; Notary Public certificates, Economic interest statements. Manages the County Clerk/Recorder s office Elections functions to include publications, reports, registration, and voting procedures, proofing of ballots and ballots styles, preparing precinct kits and precinct accessibility Manages the County Clerk/Recorder s division of Recorder of Deeds functions to include maintain compliance with State law, generate Federal and State reports Directly supervises the County payroll function to include working knowledge of all payroll process, retirement reporting, accts. Payable, general ledger and fund balancing, taxes, court orders, time card accuracy, payroll deductions SUPERVISORY RESPONISIBILITIES: Directly supervises Printer, Payroll Admin., Deputy Clerk, Tax Consultant, Bookkeeper, Election Supervisor, Election Clerks, Recorder Supervisor, and Deputy Recorders. Plans and schedules work, assigns work, instructs and trains in methods and procedures, checks and approves work, makes recommendation regarding employee job performance, conducts performance evaluation and makes hiring recommendation, makes final decision on hiring and recommends salary adjustments.

4 QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. EDUCATION and /or EXPERIENCE: High school diploma required with an Associate s degree preferred. Two (2) to five (5) years experience and/or education in accounting, bookkeeping, general office procedures, data and word processing, payroll and spreadsheets required. One (1) to three (3) years staff supervision experience. Ability to add, subtracts, multiply, divide, determine percentages, calculate account and budget balances. Create and evaluate financial tables, budget and payroll reports. Must have the ability to be bonded due to financial responsibilities. Ability to apply common sense understanding to carry out detailed written or oral instructions and assign and communicate work assignments thoroughly to office staff. Ability to deal with and articulate issues involving financial date. Thorough knowledge and understanding of State Statutes relating to the duties and responsibilities of the County Clerk/Recorder s office. Ability to read, analyze and interpret financial periodicals, professional journals, technical procedures, or government regulations. Ability to write financial reports or business correspondence. Ability to effectively communicate and present information and respond to questions form employees, department heads and the general public. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, divide, determine percentages, calculate account and budget balances, Ability to create and evaluate financial tables, budget and payroll reports. TECHNICAL SKILLS: Experience in personal computers, keyboarding, spreadsheets, word processing, digital cameras, printers, typewriters, calculators, telephones, fax machines, digital copier, laminating machine and other office equipment. CERTIFICATES, LICENSES, REGISTRATIONS: None REASONING ABILITY: Ability to apply common sense understanding to carry out detailed written or oral instructions and assign and communicate work assignments thoroughly to office staff. Ability to deal with and articulate issues involving financial data. Thorough knowledge and understanding of the State Statutes relating to the duties and responsibilities of the County Clerk's office. LANGUAGE SKILLS: Ability to read, analyze and interpret financial periodicals, professional journals, technical procedures, or governmental regulations. Ability to write financial reports or business correspondence. Ability to effectively communicate and present information and respond to questions from employees, department heads and the general public. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee is frequently required to walk; sit; reach with hands and arms; and talk;

5 or hear. The employee is occasionally required to use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Normal office conditions. The noise level in the work environment is usually quiet. The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.