Placer County

To plan, organize, direct and assist with the management of the activities of the assigned division within the County Clerk-Recorder/Elections Department, including either the planning, organizing, reporting and legal recording of all land transactions and other recordable documents within the County, or conducting all elections held within the County consistent with applicable Federal and State legislation and administrative procedures; ; to coordinate assigned division activities with other divisions,  County departments, and agencies; and to provide highly complex staff assistance to the Assistant Registrar-Recorder, Assistant County Clerk, and the County Clerk-Recorder-Registrar of Voters.

The Manager level recognizes positions that provide full line and functional management responsibility for a division or program area within a department.

Receives general supervision from the Assistant Registrar-Recorder and administrative direction from the County Clerk-Recorder-Registrar of Voters.

Exercises direct supervision over supervisory, technical and clerical personnel.

Duties may include, but are not limited to, the following:

• Develop and implement Divisional goals, objectives, policies and procedures.
• Direct and participate in the development of the division work plans; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures.
• Assist with the Preparation of the division budget; assist in budget implementation; participate in the forecast of funds needed for staffing, equipment, materials and supplies; administer the approved budget.
• Perform or direct performance of cost accounting and analysis to ensure appropriate reimbursement and to establish or support fees charged for the various services provided by assigned division.
• Review, prepare and update written materials explaining policies and procedures within the assigned division.
• Recommend the appointment of personnel; provide or coordinate staff training; conduct performance evaluations; recommend discipline; implement discipline procedures as directed; maintain discipline and high standards necessary for the efficient and professional operation of the Division.
• Build and maintain positive working relationships with co-workers, other County employees and departments, other public agencies, businesses, volunteers, and the general public using principles of good customer service.
• Represent the Division to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary. 
• Research and prepare technical and administrative reports; prepare written correspondence.
  Perform related duties as assigned. 

In addition to the above:

When assigned to Elections Division:

• Plan, organize and direct Elections Division activities including planning, organizing, reporting and conducting elections.
• Work with various jurisdictions in developing election schedules, defining duties of staff and coordinating election functions. 
• Identify impacts of new voting systems technologies and develop and manage effective strategies for acquisition, implementation and integration with existing operations.  
• Advise Division staff and the public regarding governmental codes and special problems pertaining to voter registration, candidate filing and conducting of elections. 

In addition to the above:

When assigned to Recording Division:

• Plan, organize and direct County Recorder Division; process documents and collect fees for recording, indexing and microfilming.
• Identify impacts of new recording technologies and develop and manage effective strategies for acquisition, implementation and integration with existing operations.
• Advise Division staff and the public regarding governmental codes and special problems pertaining to the filing or recording of documents and use of records.

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:

Experience: Five years of increasingly responsible experience in a County Clerk-Recorder's  or Elections office, including two years of supervisory responsibility.

Training: Equivalent to a Bachelor's degree from an accredited college or university with major course work in business or public administration, business law, records management or a related field.

Required License or Certificate:
May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

Knowledge of:

• Principles and practices of public and business administration.
• Principles and practices of leadership, motivation, team building and conflict resolution.
• Pertinent local, State and Federal rules, regulations and laws.
• Modern office procedures, methods and computer equipment.
• Principles and practices of policy development and implementation.
• Principles and practices of organizational analysis and management.
• Budgeting procedures and techniques.
• Internal controls and accounting principles and procedures.
• Principles and practices of computer systems and software.
• Principles and practices of supervision, training and personnel management. 

In addition to the above:

When assigned to Elections Division:

• Principles and practices of elections management.
• County, city, school and special district organization and of Federal and State elected offices. 

In addition to the above:

When assigned to Recording Division:

• Principles and practices of official filing, recording and issuance of legal documents and property transfers, including title search techniques. 

Ability to:

• Organize and direct the operations of the assigned division.
• On a continuous basis, analyze legislation, budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; observe performance and evaluate staff; problem solve Division related issues; remember various rules; and explain and interpret policy.
• On a continuous basis, sit at desk and in meetings for long periods of time.  Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and communicate through written means.
• Perform the most complex work of the Division.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Identify impacts of new technologies and develop and manage effective strategies for implementation.
• Gain cooperation through discussion and persuasion.
• Interpret and apply State, County, Department and Division policies, procedures, rules and regulations.
• Assist in the preparation and administration of a budget.
• Supervise, train and evaluate personnel.
• Work with various cultural, demographic, community and ethnic groups in a tactful and effective manner.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.