Deputy Clerk

The Douglas County Clerk-Treasurer's office is seeking an individual who is willing to work as part of a collaborative team while providing excellent customer service. The Deputy Clerk role requires an individual with strong critical thinking skills, attention to detail, and an ability to multi-task in a high-performing, structured environment.

In addition to the application, the department has requested you attach a cover letter outlining your relevant qualifications and how your skills align with the position’s responsibilities, emphasizing critical thinking, attention to detail, and accurate information management. Include brief examples demonstrating your ability to interpret and correctly apply policies and procedures, maintain accuracy in official documents or processes, and effectively organize, retain, and recall important information in high-accountability environments. Ensure your letter reflects your professionalism, integrity, strong written communication, and the ability to interact respectfully and effectively with the public.

**Applications are reviewed on an ongoing basis. The posting may close prior to the listed closing date. Interested candidates are strongly encouraged to apply immediately.**

** Incumbent will be required to work at both the Minden Clerk and Stateline Tahoe General Services Offices. **

Primary Objectives

Performs intermediate technical, administrative, and clerical support duties related to the County Clerk’s office and Tahoe General Services’ office functions including marriage license issuance, passport acceptance, clerking meetings and transcribing minutes for County Boards, assisting with elections, processing of Department of Motor Vehicles (DMV) transactions, maintaining specialized fiscal records; performing related tasks as apparent or assigned.

Supervision Exercised

None

PRIMARY DUTIES AND RESPONSIBILITIES

1. Assists general public customers, and/or County employees, on the telephone or in person; answers questions, explains rules, policies, and procedures, and provides information as appropriate; resolves complaints in an efficient and timely manner, referring matters requiring policy interpretation to supervisor for resolution.
2. Helps maintain a records management system for all records in the Clerk’s Office.
3. Uses a computer to develop and manage databases and/or spreadsheet files and to develop special report formats; uses Adobe editing and Microsoft Office; Word, Excel, and Outlook regularly.
4. Performs a variety of general office support duties such as organizing and maintaining various files, typing correspondence, reports, forms, and specialized documents, and proofreading and checking materials for accuracy, completeness, and compliance with departmental policies and regulations. Uses correct business English, including spelling, grammar, and punctuation.
5. May perform any variety of the functions of the Clerk or Tahoe General Services Offices as needed. This position may require travel to Minden, NV and Stateline, NV for assignment.
6. Files notary bonds, processes and indexes agreements, files and indexes fictitious firm names, accepts passport applications, processes outdoor festival permits, and accepts payments.
7. Assists with the conduction of elections by processing election documents; registering voters, keying voter data into computer, assisting at vote centers, and other election related duties as assigned.
8. Issues a variety of regulatory documentation, including marriage licenses and marriage officiant authorization certificates.
9. May serve as clerk to various boards, including but not limited to, Board of County Commissioners, Planning Commission, Board of Equalization, Debt Management Commission, etcetera, which requires preparing meeting agendas, board packets, and notices for posting, posting agendas on a website, taking notes of the meeting, transcribing minutes, and recording and preserving actions of board meetings, and filing and indexing board documents in accordance with law. Ensures the accuracy and integrity of the agenda packets and departmental documentation.
10. Processes DMV vehicle registration renewals, new vehicle/out of state registrations, title processing, handicap placards, etcetera. Completes monthly license plate inventory and orders supplies. Keeps DMV forms updated, notifies Manager of pertinent changes with DMV software or processes.
11. Receives and posts DMV payments, reconciles DMV office close, and prepares DMV deposits.
12. Receives and posts property tax payments and other County department revenue, reconciles County office close, and prepares County deposits at the Tahoe General Services’ Office.
13. Makes accurate arithmetic calculations and follows cash handling processes.
14. Organizes own work, sets priorities and meets critical deadlines with a demanding work load.
15. Contributes effectively to the accomplishment of team work unit goals, objectives, and activities.
16. Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.

MINIMUM QUALIFICATIONS

• Position requires a High School diploma or GED and minimum of four (4) years of progressively responsible administrative/clerical and/or DMV experience; OR an equivalent combination of education, training and experience.

CERTIFICATIONS

• None

WORKING CONDITIONS

The characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• This work requires the occasional exertion of up to 25 pounds of force.
• Work regularly requires sitting, speaking or hearing, using hands and repetitive motions; frequently requires standing; occasionally requires walking and reaching with hands and arms.
• Work has standard vision requirements;vocal communication is required for expressing ideas by means of the spoken word; hearing is required to receive detailed information through oral communication and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data, operating motor vehicles or equipment and observing general surroundings and activities.
• Work is generally in a moderately noisy location (e.g. business office, light traffic).
• Work has no exposure to adverse environmental conditions.

ACKNOWLEDGEMENTS

i. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

ii. Employment is contingent upon successful completion of background/screening.

iii. Douglas County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant’s Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.

iv. This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions expected of the incumbent. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Incumbent may be asked to perform other duties as required.