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ADMINISTRATIVE SPECIALIST II

Rev 6/2024 Department: County Clerks Office Reports To: County Clerk Position Summary Under the supervision and direction of the County Clerk, the Administrative Specialist II is a non- exempt position under the FLSA. The employee in this position will assist the County Clerk and other staff in varied projects.. Other responsibilities will include full support for Accounts Payable, Election, and Tax Clerk positions as well as general office functions. Work is performed under the general guidance of the County Clerk, but this employee has considerable latitude in working independently to complete assigned tasks following established policies and procedures. Essential Functions

? Answer telephones and assist citizens; ? Perform receptionist duties, including maintaining contact information for various entities and in-house

intercom lists; ? Issue Fish and Game Licenses; ? Assist County Clerk with daily correspondence and office projects, including Record Requests; ? Assist with special projects; ? Prepare and distribute notifications of public meetings and agendas; ? Proof and distribute minutes; ? Collect mail daily; ? Perform daily and weekly computer system backups; ? Have a basic general knowledge of functions performed by all office staff; ? Assist with genealogy requests and issue military markers and maintain records of both; ? Maintain cemetery database; ? Assist with accounts payable data entry; ? Assist with voter registration/advance voting; ? Prepare annual bonded indebtedness report; ? Prepare Cereal Malt Beverage annual report; ? Type and file general correspondence; ? Prepare city Boundary letters, issue moving permits and firework retail sales permits; ? Maintain County website; ? Submit publication requests, verify publications and costs; ? Distribute statute books and update amendments in hard covers; ? Issue & reconcile Park & Lake permit books/update ledger; ? Update/create in-house forms as needed; ? Distribute & maintain insurance vouchers and vehicle cards; ? Assist in mailing and verifying budgets for all entities file all budgets with State; ? Order office supplies

Administrative Specialist II County Clerks Office Marginal Functions ? Cross train on Accounts Payable, Election & Tax duties; ? Other related duties as deemed necessary or as assigned.

Minimum Position Requirements Experience: At least 3 years clerical experience is preferred. Employee is expected to have

acquired the necessary information and skills to perform the job reasonably well after one year in the position.

Education: High school diploma or GED. Technical degree in computer and/or office management

or some college credit preferred. Skills: Good working knowledge of computer applications, office procedures, mathematics and

filing systems. The ability to review, interpret, and follow instructions. The ability to learn and comprehend Kansas statutes and real estate legal descriptions. The ability to operate a typewriter, calculator, computer, and other related office equipment. Excellent interpersonal and communication skills required. Accounts payable experience is preferable.

Problem Solving: Problem solving exists in this position in relation to the performance of daily

duties. Decision Making: Limited decision making exists in this position. Accountability: Employee is not responsible for budgetary control of the department but does

participate in the annual budget process. Supervision: Supervision is provided by the County Clerk and job related decisions are reviewed.

Employee may have occasional supervisory responsibility over subordinate personnel. Personal Relations: Continual contact with other county departments and the general public.

Occasional contact with other joint county el ction departments, attorneys, and county agencies. Working Conditions: No adverse working conditions exist in this position. Physical Requirements: Work is sedentary in nature and is performed at a desk or counter the

majority of the time. The ability to express or exchange ideas by means of communication. Conveying detailed or important instructions to other workers and the general public. Picking, punching, typing or otherwise working primarily with fingers rather than the whole hand or arm as in handling. The ability to enter large volumes of data in the computer. Ability to lift large/heavy books and climb a ladder. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.