Clerk/Recorder/Elections Supervisor

The County Clerk-Recorder/Elections Office is currently recruiting for a Clerk/Recorder/Elections Supervisor in the Elections Division.  Although this classification exists in all three divisions of the office, the eligible list established from this recruitment will specifically be used to fill vacancies in the Elections Division.

To supervise, plan, assign, review, evaluate and participate in the work of staff responsible for an assigned program area or work unit within the clerk, recorder, or elections functions of the Clerk-Recorder/Elections Department; to ensure work quality and adherence to established policies and procedures; and to perform the more technical and complex tasks relative to assigned areas of responsibility.

The Clerk/Recorder/Elections Supervisor is distinguished from the Recorder/Elections Technician-Senior by performance of first-level supervisory duties and responsibilities within an assigned program area or work unit of the Clerk-Recorder/Elections Department. The Clerk/Recorder/Elections Supervisor class is distinguished from the Recorder/Elections Supervisor-Senior class in that the latter is responsible for serving as a second-level supervisor within a program area and/or assumes substantive and significant programming responsibility within an assigned area of the Clerk-Recorder/Elections Department.

Receives direction from the Recorder/Elections Supervisor-Senior, Recording Elections Manager and/or higher level management staff. 

Exercises direct supervision over technical and clerical staff.

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

• Plan, prioritize, assign, supervise, evaluate, review and participate in the work of staff responsible for clerk, recording, or elections functions within the Clerk-Recorder/Elections Department.
• Establish schedules and methods within the unit for providing services to customers and stakeholders in assigned functional area; identify resource needs; review needs with appropriate supervisory or management staff; allocate resources accordingly.
• Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures.
• Assist in the implementation of goals and objectives; implement approved policies and procedures.
• Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
• Perform the more technical and complex tasks associated with clerk services, recording, or elections.
• Prepare, maintain, and review memoranda, logs, files, analytical and statistical reports, or other documentation on operations and activities related to clerk services, recording, or elections.
• Attend and participate in group meetings; stay abreast of new trends and innovations in the fields of clerk services,recording, or elections.
• Review and analyze computer generated accounting reports; resolve cashiering errors and reprocess transaction as necessary.
• Review and analyze various documents, records, and filings related to clerk services, recording, or elections and determine appropriate action based on applicable laws and regulations.
• Monitor filings, registrations, and/or official records to be entered into automated system; oversee preparation of mail folders for assigned staff to process.
• Research, analyze, and interpret related complex laws, rules, and regulations; and advise staff, management, and customers as to the application to clerk services, recording, or elections.
• Respond to questions from members of the public and/or customers regarding clerk services, recording, or elections; resolve the more difficult or sensitive customer service issues; initiate security procedures when needed.
• Participate in and/or supervise inventory of supplies, equipment, and forms related to clerk services, recording, or elections.
• Operate equipment related to clerk services, recording, or elections, including, but not limited to: scanning machines, ballot sorting and printing equipment, voting equipment, video cameras, and other related equipment.
• Perform related duties as required.

In addition to the above:

When assigned to Elections:

• Supervise, monitor, and participate in the daily operations and workflow of the Office of Elections, including, but not limited to: conducting federal, state, and local elections; conducting voter outreach and registering voters; and providing elections-related services for citizens, candidates, and public officials.
• Supervise, participate in, and train staff to collect precinct information and survey polling locations.
• Ensure the maintenance and administration of registration and elections documents including voter registration affidavits; changes of address; restored, inactive, and canceled registrations; and the removal of invalid registrations.
• Instruct and train temporary and permanent employees in assigned election processes.
• Direct the implementation of candidate workshops and voter outreach programs.
• Develop, compile, and transmit statistical data related to petition verification, voter registration, and the vote by mail program.
• Direct the verification of signatures on election documents and petitions filed; ensure that irregularity in applications for vote by mail ballots are reconciled.
• Participate in the mapping and reapportionment of district lines.
• Supervise staff in sorting, mailing, and processing of out-of-county notices to appropriate counties.
• Assist candidates, officeholders, and voters with questions and elections information.
• Oversee the process of training election board members.
• Supervise the collection of election information and cost data.

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 performing duties associated with clerk services, legal recording, and/or elections, with at least one year of lead experience.

Training: Equivalent to the completion of the twelfth grade supplemented by college course work in records management, paralegal services, legal document examination, 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.

NOTE: If needed, an additional screening will be conducted to select the best qualified candidates for this recruitment based on responses to the supplemental questionnaire.

Knowledge of:

• Operations, services and activities of the clerk, recording, or elections program area.
• Policies and procedures related to clerk services, recording, or elections.
• Principles of supervision, training and performance evaluation.
• Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.
• Principles and practices of complex record keeping and filing.
• Principles and practices of fiscal, statistical and administrative research and report preparation.
• Proper research and analysis practices.
• Principles and practices of customer service, public relations and phone etiquette.
• Mathematical principles.
• Pertinent Federal, State and local laws, ordinances, rules, codes, and regulations related to clerk services, recording, or elections.
• Principles and practices of a safe working environment.
• English usage, spelling, grammar and punctuation.
• Associated fees and costs of clerk, recording, or elections services provided.
• Specialized computer systems and software applications related to clerk services, recording, or elections.

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 light weight.
• Supervise, organize and review the work of lower level staff.
• Select, train and evaluate staff.
• Observe, identify and problem solve problems of operational and/or technical policy and procedures.
• Specialized computer systems and applications used in the elections process.
• Identify and interpret complex technical and numerical information.
• Understand the various documents and filings to be processed and analyzed in assigned area.
• Perform complex and specialized clerical work including maintenance of appropriate records and preparation of reports.
• Retrieve, store and remove information in a wide variety of manual and automated filing systems.
• Maintain security and confidentiality of restricted information.
• Respond to requests and inquiries from the general public.
• Analyze, interpret, explain, and apply pertinent County policies, and procedures, codes, laws, and regulations related to clerk services, recording, or elections.
• Prepare clear and concise reports.
• Perform complex mathematical calculations.
• Operate office equipment including computers and supporting software applications.
• Operate equipment related to clerk services, recording, or elections, including, but not limited to: scanning machines, ballot sorting and printing equipment, voting equipment, video cameras, and other related equipment.
• Plan and organize work to meet changing priorities and deadlines.
• Collect fees associated with clerk, recording, or elections services provided.
• Develop and recommend policies and procedures related to clerk services, recording, or elections.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Act quickly and calmly in emergency situations.
• Analyze situations quickly and objectively and determine proper course of action.
• File and retrieve documents, maps, and other items related to clerk services, recording, or elections.
• Speak in front of groups of people to conduct training, perform ceremonies, or other functions related to clerk services, recording, or elections.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Best Qualified Screening (PASS/FAIL)

An application appraisal screening MAY be conducted to select a reasonable number of the best-qualified candidates, which will be based on applicant responses to the supplemental questionnaire.

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. Applicants’ 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.

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.

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 General bargaining unit

Tentative Recruitment Dates:

6/2/2015 - Minimum Qualifications Screening

6/9/2015 - Best Qualified Screening

6/23/2015 - 6/24/2015 - Oral Examinations

6/26/2015 - Establish Eligible List