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Recorder/Elections Supervisor - Senior

Recruitment #2014-13405-01

Salary:$25.63 - $31.15/hour
Department:County Clerk Recorder
Job Type: Promotional and/or Interdepartment Transfer
Date Opened:2/6/2014 8:00:00 AM
Filing Deadline:2/21/2014 5:00:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Work Location: Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
HR Analyst: Jennifer Duvall

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POSITION INFORMATION

This is a promotional recruitment.† Only current, permanent, Placer County employees who have passed the initial County probationary period are eligible to apply.

The current vacancy is in the Elections Division, however, the eligible list established from this recruitment may be used to fill future vacancies as they arise.

DEFINITION

To supervise, plan and coordinate the day-to day operations and activities of an assigned section within the recording or elections divisions of the County Clerk-Recorder/Elections Department; to provide direct supervision over supervisory, technical and clerical staff; to coordinate assigned activities with other departments, divisions, outside agencies, businesses and the general public; and to provide highly responsible and complex staff assistance to higher level management staff.

DISTINGUISHING CHARACTERISTICS

The Senior Recorder/Elections Supervisor is distinguished from the Recorder/Elections Supervisor by the senior levelís responsibility for serving as a second-level supervisor within a work section; positions at the senior level may also assume substantive and significant programming responsibility within a defined area or specialty.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from higher level management staff.

Exercises direct supervision over supervisory, technical, and clerical staff.

EXAMPLES OF ESSENTIAL DUTIES

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

  • Plan, direct and coordinate the organization, staffing, operations and activities of the recording or elections divisions of the County Clerk-Recorder/Elections Department.
  • Participate in the development and implementation of goals, objectives, policies and priorities; recommend and implement resulting policies and procedures.
  • Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements.
  • Direct, coordinate and review the work plan for assigned recording or elections services and activities; assign work activities and projects; monitor workflow; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems.
  • Select, train, motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
  • Assist with the supervision of assigned sections within the Recording or Elections divisions.
    Direct the acquisition and implementation of new technology, including the development of new or revised procedures and necessary communications and training.
  • Participate in the development and administration of assigned section or program budget; forecast funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; recommend adjustments as necessary.
  • Provide staff assistance to higher level management staff; participate on a variety of committees; prepare and present staff reports and other correspondence as appropriate and necessary.
  • Research and monitor new laws and determine impact on procedures within assigned area; develop programs and procedures to comply with new laws.
  • Prepare and update written materials explaining policies, procedures and programs within the Recording or Elections divisions.
  • Coordinate recording or elections activities with those of other divisions and outside agencies and organizations.
  • Interact with staff, management and all levels of government and private agencies including federal, state, county, and municipal city officials, companies and individuals, by providing information concerning office policy and procedures.†
  • Attend and participate in professional group meetings; stay abreast of new trends and innovations pertinent to assigned program area.
  • Perform related duties as required.

In addition to the above:

When assigned to Elections Division:

  • Assign and review the work of staff conducting general, special and internal County elections.
  • Supervise the process of training election board members.
  • Plan, direct and supervise the security, distribution and return of election supplies, sample and office ballots and the printing, labeling and mailing of sample ballots and state pamphlets.
  • Supervise staff engaged in the registration of voters, and the preparation and maintenance of precinct records, maps and other election and registration records and files.
  • Instruct, train and evaluate permanent and temporary personnel and precinct officials in registration and election work.
  • Plan and implement the issuance and processing of petitions, nomination papers and campaign reporting forms.
  • Supervise the official canvass of the vote.
  • Supervise mapping and reapportionment of district lines.
  • Direct the creation and implementation of candidate workshops and voter outreach programs.
  • Assist candidates, officeholders and voters with questions and elections information.
  • Direct the collection of election cost data; oversee billing of election cost invoices and claims for payment and the collection of candidate and district election fees.
  • Develop, organize and complete special projects as assigned.

When assigned to Recording Division:

  • Assign and review the work of recording and indexing staff.
  • Plan, direct and monitor the daily operations and workflow in the recording and custody of legal documents pertaining to land records and other recordable documents, and in the collection of fees.
  • Research, analyze and interpret the most complex of governmental codes and ordinances; advise staff, management and customers of the application of statutes as they relate to the recording and filing of records; advise the public and staff of problems concerning recording and filing of documents.
  • Collect and maintain statistical information relating to the recording and filing of legal documents such as recording totals, grantor/grantee totals, title company documents submitted and staff production.
  • Generate and analyze all computer-generated accounting and indexing reports.
  • Research difficult customer service situations and assist in responding to the public, businesses, other agencies, and departments regarding recording requirements and access to recorded information.
  • Initiate security procedures when needed; develop, implement and train staff on security procedures.
  • Direct the collection of recording services cost data to support fees charged or changes in fee structures.
  • Develop, organize and complete special projects as assigned.

MINIMUM QUALIFICATIONS

It is the applicant's responsibility to identify in his/her application materials how they meet the minimum qualifications listed below.

Experience:
Five years of increasingly responsible recording or elections experience, including two years of supervisory experience.†† Note:† This classification specification is currently under review.† Experience working in a County Clerk's Office will also be considered qualifying.

Training: Equivalent to an Associate degree from an accredited college or university with major course work in business administration, public administration or a related field.

Relevant, equivalent experience (performing the same or similar job requiring similar knowledge, skills, and abilities) may be substituted for the required education as determined by the Personnel Department.

Applicants receiving their degree outside the United States must submit proof of accreditation by a recognized evaluation agency.

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, SKILLS, AND ABILITIES

Knowledge of:

  • Functions, organization and procedures of the County Clerk-Recorder/Elections Department.
  • Principles of supervision, training and performance evaluation.
  • Operations, services and activities of the elections or recording division.
  • Proper research and analysis practices.
  • Principles and practices of budget preparation and administration.
  • Principles and practices of administrative and statistical report preparation.
  • Office procedures, methods and equipment including computers and applicable software applications including word processing, spreadsheets and database programs.
  • Specialized hardware and software systems within assigned area.
  • Principles and practices of customer service and public relations.
  • Advanced mathematical principles.
  • Pertinent Federal, State and local codes, laws and regulations.
  • Principles and practices of a safe working environment.

In addition to the above:

When assigned to Elections Division:

  • Organization and operating details of the County Elections Division.
  • Statutes and ordinances governing elections procedures including California Election Code and other codes and statutes related to voter registration, voting and canvassing.
  • Operational characteristics of elections equipment and machines.
  • Rules and regulations governing election procedures and the conduct of elections.
  • Principles of the National Voter Registration Act and Help America Vote Act.
  • Specialized computer systems and applications used in elections.
  • Operating procedures of the polls and precinct desk.

When assigned to Recording Division:

  • Rules, regulations, practices and ordinances governing the County Recorder Division.
  • Categories of recorded documents.
  • Legal requirements for filing, processing or recording land related and other recordable documents.
  • Key items of information contained in documents that require the initiation of subsequent actions.
  • Methods and techniques of researching documents, codes, laws, rules and regulations.
  • Specific documents processed and the appropriate actions to be taken based upon the requirements of applicable statutes and regulations.
  • Legal descriptions pertaining to property transfers or descriptions of real property.
  • Applicable sections of the Government Code, rules and regulations pertaining to the transactions required by documents processed.
  • Cash handling procedures.

Ability to:

  • Organize, implement and direct the operations of assigned section or program area.
  • Supervise, direct and coordinate the work of lower level staff.
  • Select, train and evaluate staff.
  • Develop and implement programs and procedures to meet the goals of the assigned section or program area.
  • Interpret and explain County recording or election policies and procedures.
  • Observe, identify and problem solve problems of operational and/or technical policy and procedures.
  • Analyze work papers, statistical reports, historical data and legal text.
  • Maintain security and confidentiality of restricted information.
  • Respond to requests and inquiries from the general public.
  • Perform advanced mathematical calculations.
  • Prepare and monitor budget in assigned area.
  • Ensure the provision of quality customer service in assigned area.
  • Operate office equipment including computers and supporting software applications.
  • Interpret and apply Federal, State and local laws, codes and regulations.
  • Plan and organize section or program work to meet changing priorities and deadlines.
  • Monitor and evaluate the projected needs for equipment, materials, supplies and staff.
  • Direct the acquisition and implementation of new technology, including the development of new or revised procedures and necessary communications and training.
  • Prepare clear and concise technical and administrative reports.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; and lift light weight.†

In addition to the above:

When assigned to Elections Division:

  • Understand, interpret and explain election codes and procedures to the public.
  • Plan, schedule and supervise elections operations within mandated time frame.
  • Read, understand and apply provisions of the California Elections Code, Federal law and directives of the Secretary of State to specific situations.
  • Analyze voter file reports for incorporation into National Voter Registration Act, Help America Vote Act, state and federal reports, and questionnaires.
  • Ensure the deployment of election materials and equipment.
  • Ensure the security of ballots.
  • Ensure the proper operation of vote-counting equipment and optical and bar code scanners.
  • Ensure the proper training of precinct and poll workers.

When assigned to Recording Division:

  • Analyze and interpret the most complex laws, codes, rules and regulations and ordinances pertaining to recording.
  • Research land and other records.
  • Identify and index grantor/grantee from legal documents.
  • Identify the intent of legal documents and advise parties of requirements for filing or indexing.
  • Interpret and apply contents of federal, state and county code and ordinances.

SELECTION PROCEDURE

Oral Examination (100%)

The oral examination will be conducted by a panel of raters who will assess and rate the degree to which each applicant demonstrates the knowledge and abilities required for this classification. Applicantsí responses to a series of job related questions, as well as their education and experience, will be rated in relation to the requirements for this classification.

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants for regular full and part-time positions must pass a medical examination which may include a drug screening and possibly a psychological evaluation. Applicants for extra help positions may be subject to a drug screening. All applicants must sign a constitutional oath, submit proof of U.S. citizenship or legal right to remain and work in the U.S. and be fingerprinted. For some positions, applicants may also be required to submit proof of age, be bonded or undergo a background check.

MODIFIED AGENCY SHOP

All new permanent employees, with the exception of sworn law enforcement and management, shall be required to join the employee organization or pay an 'Agency Fee' as a condition of employment.

SUBSTITUTE LISTS

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.† For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment and retaliation is prohibited and that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance. Please contact the Personnel Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

BENEFITS

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Personnel Department.

Click here to view benefits for General bargaining unit