Recorder/Elections Technician - Senior

The County Clerk-Recorder-Elections Department has two (2) current vacancies in the Office of Elections.

The first vacancy is the lead person for the Polls and Precincts Unit of the office.  Responsibilities include, but are not limited to, the following: 

• consolidating precincts for each election;
• maintaining polling location database;
• surveying and securing polling location(s) for accessibility that complies with ADA and HAVA requirements;
• securing receiving center locations and assigning and training personnel;
• recruiting and appointing personnel for election central;
• recruiting and appointing election officers and poll workers for elections;
• maintaining database for election officers;
• ordering and securing election vehicles;
• updating precinct map sets;
• preparing materials used at polls and for training classes;
• securing personnel for training classes;
• implementing second language requirements;
• managing and updating poll worker recruitment programs;
• processing poll worker payroll;
• conducting official canvass duties;
• completing post-election tasks; and
• updating and implementing procedures as new laws are enacted.

The second vacancy is the lead person for the Warehouse Operations of the office.  Responsibilities associated with this position include, but are not limited to, the following:

• inventorying and ordering all warehouse supplies;
• coordinating and overseeing warehouse temporary staff;
• overseeing all warehouse support functions;
• ordering, maintaining, and distributing cell phones to election officers;
• assembling supply bags for election day,
• creating signage for elections
• coordinating and checking-in official poll ballots;
• distributing election equipment, ballots, and supplies;
• checking-in official rosters and street indexes;
• coordinating with training personnel for equipment needs;
• coordinating and loading drayage needs for Lake Tahoe area;
• gathering receiving center and election central supplies;
• coordinating drayage pick-up and delivery with vendor;
• inventorying, issuing, and receiving HAVA equipment for elections;
• completing post-election tasks; and 
• updating and implementing procedures as new laws are enacted.

Employees in these positions may be required to work evenings, weekends, and holidays during an election cycle.

This eligible list established from this recruitment may be used to fill both open and promotional vacancies in the Office of Elections, as they arise.

To perform the more specialized, complex and responsible administrative, clerical and document processing functions within the elections and/or recording divisions of the Clerk-Recorder/Election’s Department; to serve as a resource to assigned staff and the public regarding the more complex areas of assignment; to provide lead supervision to clerical and technical staff; and to perform other duties relative to assigned areas of responsibility.

The Senior Recorder/Elections Technician is considered the advanced journey level class, distinguished from other classes in the series by the level of responsibility assumed, the complexity of duties assigned, independence of action taken and by the nature of the public contact made.   Employees at this level perform the most difficult and responsible types of duties assigned to classes within this series including conducting research and problem resolution which requires specialized knowledge.   The Senior Recorder/Elections Technician is required to perform all duties and responsibilities of multiple functional areas within the Clerk-Recorder/Election’s Department and to provide technical and functional supervision over assigned clerical staff.
 
The Senior Recorder/Elections Technician is distinguished from the Recorder/Elections Supervisor in that the latter is responsible for serving as a first level supervisor of a work unit or program area within the Clerk-Recorder/Election’s Department.

Receives direction from higher level management or supervisory staff.
 
May exercise functional and technical supervision over lower level technical and clerical staff.

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

• Perform the more complex and specialized administrative and clerical duties within assigned functional areas; compile data; summarize and maintain a variety of reports, records, lists and files. 
• Train assigned employees in their areas of work including recording or elections methods, procedures and techniques.
• Verify the work of assigned employees for accuracy, proper work methods, techniques and compliance with applicable standards and specifications; ensure adherence to safe work practices and procedures.
• Process and verify a variety of documents including general and legal correspondence, memos and statistical charts.
• Serve as a resource to the general public; provide answers and information regarding processes and procedures for assigned area.
• Sort and file legal and general documents and records; maintain alphabetical, index and cross-reference files.
• Operate standard office equipment including personal computers and supporting word processing, spreadsheet or database programs.
• Provide and maintain quality customer service relationships with co-workers, other County employees and the general public.
• Perform related duties as assigned.

In addition to the above:

When assigned to the Elections Division:

• Compile, maintain and file voter registration documents, materials and logs; update and maintain manuals, indexes, voter registrations and inventory control files; process absentee voter requests; enter new voter registration cards; change, cancel or remove records; return incomplete voter registration cards.
• Verify voter materials; review precinct rosters for duplicate voters and changes noted by precinct workers; make street and precinct changes based on information from other agencies or departments; change voters to correct precinct; verify petitions using the optical disc signature retrieval program.
• Provide support to election processes and procedures; recruit, train and direct work of precinct poll workers; visit prospective polling places to determine desirability of locations and compliance with ADA requirements; organize and direct the work of temporary staff in assembling and distributing precinct materials and supplies; update training materials.
• Ensure the provision of adequate supplies and materials; maintain supply inventory; supervise prompt delivery of ballot containers; assure adequacy and proper operations of voting equipment; make emergency pick-up or delivery of voting supplies.
• Submit documents or reports to other agencies; create and maintain National Voter Registration Act records for reporting to the State and Federal government; sort, mail out and process out-of-county notices to appropriate counties; enter data and generate reports.
• Proofread Sample and Official Ballot materials and make corrections as needed.
• Assist candidates, officeholders and voters with questions and elections information.
• Process election cost invoices and claims for payment; balance and deposit revenue; collect candidate and district election fees.
• Collect and summarize election cost data; calculate and prepare billing for election services. 

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

Experience: Four years increasingly responsible experience in analyzing legal documents including two years experience performing duties similar to a Recorder/Elections Technician-Journey in Placer County.

Training: Equivalent to the completion of the twelfth grade.

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.

NOTE:  If needed, an additional screening will be conducted to select the best-qualified candidates for this recruitment.  Best-qualified consideration will be given to those applicants who demonstrate at least two years of experience performing duties similar to a Recorder/Elections Technician-Journey supporting an elections function.

Knowledge of:

• Principles of lead supervision and training.
• Office methods and equipment including computer systems and applicable software applications.
• Specific documents processed and the appropriate actions to be taken based upon the requirements of applicable codes, statutes and regulations.
• Principles and procedures of complex record keeping and filing.
• Principles and practices of customer service and proper phone etiquette.
• Mathematic skills.
• Pertinent Federal, State and local laws, codes and regulations.
• English usage, spelling, grammar and punctuation.

In addition to the above:

When assigned to Elections Division:

• Organization and operating details of the County Elections Division.
• Statutes and ordinances governing election procedures including California Election Code and other codes and statutes related to voter registration, absentee voting and canvassing procedures.
• Principles of the National Voter Registration Act.
• Operating procedures of the polls and precinct desk.
• Equipment and materials utilized in the conduct of elections.
• Specialized computer programs utilized in the election process.
• Methods and techniques of training precinct and poll workers.

Ability to:

• 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 lightweight.
• Lead, organize and review the work of assigned staff.
• Perform more complex and specialized clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
• Identify and interpret complex technical and numerical information.
• Understand the various documents to be processed and analyzed.
• Examine and verify check records, documents and data.
• Respond to requests and inquiries from the general public.
• Retrieve, store and remove information in a wide variety of manual and automated filing systems.
• Maintain security and confidentiality of restricted information.
• Type or enter data at a speed necessary for successful job performance.
• Perform mathematical calculations.
• Operate office equipment including computers and supporting software applications.
• Interpret and apply Federal, State and local laws, codes and regulations.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

In addition to the above:

When assigned to Elections Division:

• Understand, interpret and explain election codes and procedures to the public.
• Read, understand and apply provisions of the California Elections Code to specific situations.
• Organize and coordinate the work of permanent elections staff and temporary precinct and poll workers.
• Perform assigned elections processes and operations.
• Operate optical and bar code scanners.
• Sort and file election documents in compliance with mandated standards.
• Monitor and order election materials and supplies.
• Operate elections equipment and materials.

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training and experience will be evaluated using a pre-determined formula.  Scores from this evaluation will determine applicant ranking and placement on the eligible list.

All applicants who meet minimum qualifications will be required to respond to an online Conviction History Questionnaire, which will be sent as a link on their notification that minimum qualifications have been met.  Failure to respond to this questionnaire within (3) three calendar days of the minimum qualification notification will result in disqualification from the examination.

 Best Qualified Screening (PASS/FAIL)

An application appraisal screening MAY be conducted to select a reasonable number of the best-qualified candidates. The criteria for this screening is listed as preference language under the note in the Minimum Qualifications section.

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination, which may include a drug screening and possibly a psychological evaluation, sign a constitutional oath and submit proof of U.S. citizenship or legal right to remain and work in the U.S.  For some positions, applicants may also be required to submit proof of age, undergo a background investigation and/or be bonded.

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.

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.

Placer County now offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please visit our website at:
http://www.jobaps.com/placer/sup/abfreenames.asp.

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.

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 the General bargaining unit

Tentative Recruitment Dates:

9/16/2015 - Minimum Qualifications Screening - Notices to those qualified, including the conviction history questionnaire which requires a response within three (3) days, and notices to those not qualified and/or not best-qualified to be sent out via email

9/22/2015 - Supplemental Questionnaire Scoring

9/23/2015 - Establish Eligible List