Available Positions

Department: Putnam County Clerk’s Office
Reports To: Putnam County Clerk

Job Summary:

The Deputy Clerk is responsible for assisting in managing the day-to-day operations of the County Clerk’s office. This includes maintaining public records, assisting with elections, processing vital records, managing financial transactions, and performing clerical tasks. The Deputy County Clerk ensures the smooth operation of the office by providing excellent customer service, adhering to legal requirements, and supporting the Clerk in performing various duties related to county governance.

Key Responsibilities:

Clerical Support:

• Provide administrative support to the County Clerk in all office functions.
• Prepare, maintain, and manage public records, including deeds, deeds of trust, assignments, liens, plats, and other legal documents.
• Assist with the preparation and filing of legal documents as required by state law.
• Record and maintain official records of the County Commission, including minutes, resolutions, and ordinances.

Vital Records Management:

• Process birth, death, and marriage records, ensuring compliance with state laws and regulations.
• Provide certified copies of vital records to the public as requested.
• Maintain accurate and up-to-date vital statistics and records.

Financial & Budgetary Duties:

• Assist with the collection and processing of fees for services rendered by the Clerk’s office, including record searches, marriage licenses, and other public services.
• Maintain accurate financial records and assist with budget preparation and reconciliation.
• Ensure funds are deposited in accordance with county policy and state regulations.

Customer Service:

• Provide excellent customer service by responding to public inquiries and requests for records and information.
• Assist the public with document filing, record searches, and navigating office procedures.
• Handle complex customer service issues or refer them to the County Clerk as necessary.

Compliance & Legal Responsibilities:

• Ensure compliance with state statutes, county ordinances, and legal requirements in all office functions.
• Stay updated on changes in vital records regulations and other relevant statutes.
• Assist the County Clerk in preparing for audits, investigations, or legal reviews.

Supervision & Training:

• Oversee and train junior clerical staff or temporary employees, as assigned by the County Clerk.
• Provide support and direction to staff, ensuring efficient workflow and proper procedures are followed.

Miscellaneous Administrative Duties:

• Assist with the preparation of official correspondence, reports, and notices.
• Manage incoming and outgoing mail, emails, and phone calls.
• Perform other duties as assigned by the County Clerk.

Qualifications:

Education:

• A high school diploma or equivalent is required; a paralegal or legal assistant associate’s degree is preferred.

Experience:

• Administrative or clerical experience in a government setting is preferred.
• Knowledge of county government operations and understanding of legal and public records processes is desirable.

Skills:

• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and work efficiently under pressure.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.) and ability to learn new software programs.
• Strong customer service orientation and problem-solving skills.
• Knowledge of public records, elections, and vital records laws and regulations is a plus.

Working Conditions:

• Full-time AT-WILL position, typically Monday through Friday 8:00 a.m. – 4:00 p.m., with occasional overtime.
• Office-based position with minimal travel.

Pay:

• $34,000-$36,000 per year

Benefits:

• Dental Insurance
• Health Insurance
• Life Insurance
• Paid Time Off
• Retirement Plan
• Vision Insurance

This description outlines the primary responsibilities and qualifications for a Deputy Clerk. Duties may vary depending on the specific needs and structure of the County Clerk’s office.