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Clerk/Recording-Elections Manager

(Clerk/Recorder Manager)
Recruitment #2017-13451-01

Salary:$43.40 - $52.75/hour; $7,522.67 - $9,143.33/month; $90,272.00 - $109,720.00/year
Department:County Clerk Recorder
Job Type: Open
Date Opened:4/13/2017 5:00:00 PM
Filing Deadline:7/7/2017 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: Laura Carucci

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INTRODUCTION

This is an extraordinary career opportunity to join a progressive and innovative County located in scenic Northern California.  Placer County is comprised of over 1,400 square miles of beautiful and diverse geography, ranging from the residential and commercial areas of South Placer, westward through the historic foothill areas of Auburn, Foresthill, and Colfax, and to the County's jewel of the North Lake Tahoe basin. Placer is a great place to live, work, play and learn.  

For more information about Placer County, please visit www.placer.ca.gov.

POSITION INFORMATION

The Placer County Clerk-Recorder-Elections Office has a current vacancy for a Clerk/Recorder/Elections Manager (Working Title: Clerk/Recorder Manager). For additional information, please click here to view the recruitment brochure.

The Clerk-Recorder-Elections Office is looking for someone with proven experience in the development, management and administration of Clerk/Recorder programs. The ideal candidate will have managed a county Clerk/Recorder office or similar agency that emphasizes cooperation, accountability and transparency and has the ability to communicate effectively with government officials, other county departments and the citizens of Placer County.  

In addition to the minimum education and experience, the ideal candidate will possess experience, leadership and vision in the following areas:

  • Knowledge and application of governmental codes pertaining to the filing or recording of documents and use of records;
  • Principles and techniques of effective employee supervision and development, training, management practices and public administration;
  • Budget development and expenditure control;
  • Ability to identify impacts of new legislation.

The mission of the Placer County Clerk-Recorder-Elections Office is to provide courteous, timely and professional recording and elections services to the citizens, businesses and public agencies of the county with the utmost integrity, transparency, consistency, fairness, legal compliance and cost effectiveness, using both the trained and committed staff of the department and technology to advance operations.

The Clerk’s and Recorder’s sections of the department serve the citizens of the county by performing duties related to the recording and indexing of real property and vital records. This service includes the issuance of certified copies of official documents, maintenance of specified registrations and securing permanent filmed and imaged records of all recorded and filed documents. These divisions also assist the public with performing civil marriages, processing passport applications and other administrative functions.

For more information about the Clerk-Recorder Office please click HERE.

This recruitment will remain open until filled and will be subject to close at any time.

DEFINITION

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.

DISTINGUISHING CHARACTERISTICS

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

SUPERVISION RECEIVED AND EXERCISED

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.

EXAMPLES OF ESSENTIAL DUTIES

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.

MINIMUM QUALIFICATIONS

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

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.

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:

  • 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.

SELECTION PROCEDURE

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.

CONDITION OF EMPLOYMENT

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.

MODIFIED AGENCY SHOP

All new permanent employees, with the exception of sworn law enforcement and those in management and confidential groups, 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.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County 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.

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, discrimination and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race, color, ancestry, religion, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including pregnancy, childbirth and related medical conditions), or any other classification protected by federal, state, or local law. Please contact the Human Resources 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 Human Resources Department.

Click here to view benefits for Management bargaining unit