The Sheridan County Clerk and Recorder is looking for a highly motivated customer service oriented individual to join their team. This individual will be part of a highly cohesive team of individuals who work together to bring about positive outcomes for our customers.
This position offers a positive office setting where an individual who excels in working with detail-oriented information through multiple software applications, data entry, reporting and record retention will find a rewarding opportunity.
Open Position: Administrative & Account Coordinator
Salary: $51, 573.54 to $55,539.07 D.O.E., Grade 16
Benefits: Medical insurance and prescription drug coverage, dental insurance, eye care, term life insurance, Wyoming Retirement Program, vacation and sick leave, and paid holidays.
Position Summary: Sworn-in as a Deputy Clerk. Provides administrative and accounting support to the County Clerk including as Clerk to the Board of County Commissioners, as Clerk to the County Board of Equalization, and as the County Budget Officer. Provides general accounting support for data entry, budget, warrants, payroll, and accounts payable. Works in tandem and cross trains with County Clerk Financial Coordinator. Supervises and trains the Recording Lead for county road vacations, the County Clerk Financial & Administrative Assistant for county liquor licensing and permits, and monthly clerk books.
MAJOR DUTIES
- Greets, answers phones, and assists media, county elected, county staff, and the public.
- Maintains calendars for the County Clerk and coordinates calendars with the Board of county Commissioners, the Board staff, Deputy Civil Attorney, Elected Officials, and county staff.
- Schedules and arranges travel and training for County Clerk and clerk staff. Accounts Payable: reviews work of Board AP staff, communicates and collects warrants from the Board staff, Airport staff, and County Clerk Financial Coordinator. Creates weekly warrant reports for the Board’s consideration and action at each Monday Board meeting, works with Board to review invoices as needed, issues all warrants approved by Board via hard check or ACH, completes accounting software process, prepares accounting documentation, and assists auditors as needed.
- Works in tandem and cross trains with the County Clerk Financial Coordinator for Payroll, Budget, ACH approvals, and Accounts Payable, meeting weekly to ensure spot checks and clear communication of all duties.
- Acts as Deputy Clerk to the Board of County Commissioners.
- Meetings: Attends and records all regular, special, and emergency meetings.
- Minutes: Transcribes, drafts, finalizes, manages, publishes, uploads, and archives all minutes.
- Agendas: Notifies Board & Board staff with consent agenda and agenda items.
- Agenda Items: Drafts, communicates, and distributes agenda items, motions, and documents to Board & Board staff.
- Final Agendas: Publishes final agendas to the media, county staff, and IT groups.
- Final Notices and Media Releases: Prepares and/or publishes.
- Board Packets: directs deputy clerk to create and deliver to Board, Board staff, Deputy County Attorney, Clerk, media, and county website.
- Board Resolutions:
- Receives, manages, assigns resolution numbers, maintains the cataloging/numbering system for all resolutions, and archives.
- Ensures Deputy County Attorney has reviewed draft resolution prior to Board consideration.
- Notifies/confirms with Board & Board staff to add proposed resolutions to Board agenda and includes in Board packets.
- Records adopted resolutions with County Clerk and/or publishes adopted resolutions as statutorily required.
- Receives and reviews correspondence for Board and Clerk; distributes to appropriate official or department head; prepares appropriate acknowledgements and/or replies.
- Trains, supervisors, and reviews all work done by Recording Lead for Road Vacation applications and all documentation to ensure it is correct. Gives notice to Board and Board staff to add to Agenda & Consent Agenda and includes in Board packets.
- Trains, supervisors, and reviews all work done by designated deputy clerk for Liquor Licenses applications for new, transfer, renewals, and permits. Gives notice to Board and Board staff to add to Agenda & Consent Agenda and includes in Board packets.
- Establishes and maintains physical and electronic files in accordance with state record retention schedules; ensures all contracts and agreements are properly signed, executed, and recorded with the County Clerk when necessary.
- Public Records Requests:
- Communicates and manages County Clerk & Board public records requests per Board resolution and appointment of the Administrative Director, as public records Board designated person.
- County Surety Bonds:
- Receives and maintains all county surety bonds.
- Delivers the county surety bonds to the Deputy Civil Attorney or Clerk of District Court or County Commissioner for review and approval per statute.
- Notifies/confirms with Board staff to add the bond to the Board Consent Agenda.
- Houses county surety bonds that come before the Board, except for the County Clerk Surety Bond, which is housed with the County Treasurer.
- County Fireworks Permitting:
- Maintains and manages County Fireworks Permit files.
- Distributes County Fireworks Permit Applications.
- Receives, maintains, and responds to correspondence with the Fire Chief, Fire Warden, and applicants keeping the County Clerk, the Board, and the Deputy Civil Attorney informed of any changes or deadlines.
- Receives all Fireworks applications, reviews required data, signatures, and receipts in required fee.
- Expedites new County Fireworks Permits.
- Notifies/confirms with Board staff to add the permit to the Board Consent Agenda.
- Act as Deputy Clerk to Special Districts, maintaining all their public records if they do not have an office that is not open to the public for 20 hours per week.
- Acts as Primary Contact and Coordinator for all Special Districts and entities.
- Greets, receives, and assists the media, county officials, staff, and the public.
- Receives, reviews, maintains, and manages all Public Record Files for Special Districts and other entities per Wyoming State law.
- Follows procedures for budget reports of Special Districts and other entities by State of Wyoming law, including posting on county website.
- Assists with Special District Elections as needed, whether doing their entire election for them or only assisting. Coordinates that workload with the Election Lead.
General Accounting Duties
- Manages FFBT County Clerk accounts and is one of two signatures with the County Clerk. Reviews, inputs, and verify daily County Clerk receipts into spreadsheets.
- Balances County Clerk spreadsheet(s) and supporting documents to monthly Clerk bank statement(s) with the Monthly accounting team, training and supervising the team.
- Presents monthly Clerk bank statements and balance report to County Clerk.
- Files, organizes and keeps financial documents based on retention schedule.
- Assists with audits as needed or requested.
Assists County Clerk with general accounting and data entry.
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Other Duties
- Acts as Deputy Clerk to the County Board of Equalization (BOE):
- Greets, receives, and assists the media, county officials, staff, and the public.
- Maintains calendar for the County Clerk as Clerk to the BOE; Coordinates dates with BOE, the County Assessor, the Deputy Civil Attorney, the Petitioner(s), the Hearing Officer, and all required parties.
- Hearings: Attends and records all hearings.
- Minutes: Transcribes, drafts, finalizes, manages, publishes, uploads, and archives all minutes.
- Agendas: Creates & notifies BOE, the County Assessor, the Deputy Civil Attorney, the Petitioner(s), the Hearing Officer, and all required parties.
- BOE Packets: gives directions according to BOE rule to Petitioner(s) and delivers to BOE, the County Assessor, the Deputy Civil Attorney, the Petitioner(s), the Hearing Officer, and all required parties.
- County Mailroom: Acts as Lead Deputy Clerk for managing, sorting and distribution of all courthouse mail. Manages mailroom staff schedule and trains mailroom staff on Clerk mailroom policy and emergency procedures.
- Files, organizes, and keeps documents based on retention schedule.
- May be appointed as an Election Judge for any election as needed.
- Performs other related duties for the County Clerk as assigned.
KNOWLEDGE REQUIRED BY THE POSITION:
- Knowledge of open meetings laws.
- Knowledge of accounting processes and procedures.
- Knowledge of computers and job-related software programs.
- Knowledge of record retention schedules and systems.
- Knowledge of Election Code.
- Knowledge of payroll laws and regulations.
- Knowledge of payroll policies and procedures.
- Knowledge of internal financial controls.
- Knowledge of accounts payable, processes and procedures.
- Skill in working independently; analyzing problems and identifying solutions.
- Skill in setting priorities, establishing, and maintaining deadlines; multi-tasking.
- Skill in preparing clear and accurate reports.
- Skill in establishing cooperative and productive working relationships.
- Skill in performing mathematical calculations.
- Skill in operating computers and other standard office equipment.
- Skill in interpersonal relations.
- Skill in oral and written communication; ability to prepare clear and accurate reports.
For additional information please contact Human Resources at 307-675-2912.
SEND RESUME AND COVER LETTER TO: [email protected] or 224 South Main St Suite B-1, Sheridan WY 82801
This position is open until filled.
Sheridan County is an Equal Opportunity Employer
