Admin Assistant II

The Ward County Human Resources Department will be accepting applications for the position of an Admin Assistant II available in the Ward County Recorder Department.

Starting Salary: $19.31 - $21.32 per hour Depending on Experience

Type of Recruitment: Internal/External

GENERAL DESCRIPTION OF POSITION:

This position serves as a full-time Ward County employee for the County Recorder. Primary functions include activities associated with passport applications, transmittals, determining accuracy and completeness, and calculating fees. Duties also include filing wills, burial permits, and military discharge papers, issuing marriage licenses, processing passport applications and assisting staff with various office tasks. A significant degree of judgment and decision-making is necessary to establish, modify, and maintain office procedures.

DUTIES AND RESPONSIBILITIES:

• Serves as lead counter personnel assisting public with recordings, filings, application processes, information gathering, etc.
• Process incoming documents for accuracy and completeness.
• Communicate verbally or in writing with the public regarding processes and procedures that require application of thorough subject knowledge.
• Maintain correspondence files.
• Prepare documents for recording/filing including proofing and verifying.
• Filing both alphabetically and numerically.
• Maintain passport correspondence and all necessary forms.
• Operate a personal computer or computer workstation utilizing document imaging/processing software as well as standard office equipment such as printers, copy and fax machines, and calculators.
• Utilize software to perform electronic document transfer to or from storage, conduct document retrieval and routing.
• Perform related administrative tasks such as indexing, searches, copying, reports, etc.
• Account for fees received or refunded.
• Reconcile daily fees.
• Maintain applicant files and other records; prepare reports as necessary.
• Maintain ownership card file.
• Assist staff with daily tasks when needed.
• Fills in for vacationing employees, performing their duties.

POSITION QUALIFICATIONS (KNOWLEDGE, SKILLS and ABILITIES):

• Requires a high school diploma or GED and three years of clerical work experience that included use of personal computer or workstation software for document preparation and processing. A two-year college degree (AA) with major course work in records management may substitute for three years of work experience.

• Knowledge of legal land descriptions of land gained through a minimum of six months working with legal descriptions of land.
• Type 30 wpm with accuracy.

• Ability to learn and effectively use the County’s computer software, organize assigned work and perform work productively, learn and effectively use new methods, procedures, and technologies in carrying out the functions of the position; and to work effectively and cooperatively with other employees, other agencies and the public.