Clerk-Recorder Elections Coordinator I/II

Position Description

Interviews to be held Wednesday, December 6th, 2023.

Elections Coordinator I: $23.62 - $28.74

Elections Coordinator II: $27.35 - $33.24

Join the Calaveras County Elections team! It takes a dedicated, highly motivated team to conduct a presidential election. We are looking for a candidate that enjoys public service. Key skills include researching and writing instructions for staff and public consumption. Incumbents in this class exercise direct and indirect supervision over clerical staff.

DEFINITION:

Under general supervision, to perform the more difficult and complex administrative work involved in the elections and examination, cashiering, recording, indexing and verifying of documents in the Recorder Division; provide lead direction and supervision when assigned in the Clerk, Election, and Recorder divisions; and to perform related work as required. Incumbents may be assigned to either the Elections or Clerk-Recorder's Office, and may be cross-trained and rotated between the divisions of the department.

DISTINGUISHING CHARACTERISTICS

Clerk Recorder/Elections Coordinator I
This is the entry level in the Clerk-Recorder/Elections Coordinator class series. Incumbents will be in a learning capacity and perform a variety of assignments where they will gain substantive knowledge of the functions, policies, and procedures of each division of the office. This class is distinguished from Clerk-Recorder/Elections Coordinator II in that incumbents perform assignments, under closer supervision.

Clerk Recorder/Elections Coordinator II
This is the advanced working level in the series. Incumbents in this class are lead workers, may provide supervision to lower level classifications and/or subordinates and are distinguished from the Coordinator I level by the independent judgment, specialization of elections coordination duties and broad knowledge and understanding of county, state and federal laws, rules and regulations governing their specialties, as well as the ability to perform the full scope of the Clerk-Recorder/Election Coordinator job assignments with minimal direction. Incumbents in this class may have full supervisory responsibility over others.

Example of Duties

• Provides training and supervision of subordinate staff; assesses workload and establishes priorities.
• Assists in the interpretation and implementation of related laws, rules and regulations; maintains current Clerk-Recorder's/Elections procedures and manuals to ensure compliance.
• Responds to questions of a technical nature, regarding initiative, referendum, recall and other election procedures; complex data entry and processing.
• Examines documents pertaining to vital records and elections forms and filing for proper form, sufficiency of information, and conformance with legal requirements; Ensures document transfer taxes and filing fees are accurately computed, collected and recorded; maintains and audits a variety of legal documents and vital records, and accounts; maintains accurate account of all documents recorded daily and posts transfer tax daily; establishes and maintains processes for and prepares certified copies of records for the public including birth and death certificates and marriage licenses.
• Provides support for specialized departmental computer applications, updating voter database and coordinates information and balloting systems with the Secretary of State's Office and various vendors; serves as liaison with the County's IT, GIS and other departments when needed.
• Maintains voter registration records including processing affidavits, contacting registrants for additional information, verifying petitions, maintaining district & precinct information, updating data, generating reports, notices and labels, maintaining affidavit files, and notifying other counties of new registrants.
• Develops and maintains election specific candidate nomination guide and coordinates the nomination process; serves as Filing Officer for Fair Political Practices Commission Campaign filings; audits required percentage of forms each year.
• Prepares proofs, assembles, orders and distributes publications, resolutions, notices, sample ballots, ballots and other printed materials related to elections within the County.
• Plan and directs the tabulation and canvassing of election returns.
• Operates related computer equipment, identifying and resolving problems; writes, installs, tests and certifies elections programs; maintains custody of ballots, and hand counts or operates computerized ballot scanners to count ballots; checks, sets up, performs basic maintenance and adjustment of voting equipment, and assigns distribution to precincts.
• Coordinates and secures polling places; surveys for accessibility compliance; recruits, and oversees training and provides direction to temporary poll workers, confirms and calculates established pay; develops and maintains the Student Poll Worker Program.
• Processes and audits accounts payable and accounts receivable; maintains, tabulates, prepares and submits reimbursement claims to the State for mandated election costs; may assist in budget preparation.
• Attend related meetings, workshops and seminars to stay current on Election laws and industry best practices.
• Issue and register marriage licenses; conduct civil marriage ceremonies; file fictitious business name statements, notary oaths and bonds; issue certified copies of vital records, index vital records; review and file professional license applications; and perform other clerk filings as necessary.
• Ability to serve as back-up for other staff within the County Clerk-Recorder's Office as needed, processing and preparing materials and related legal documents as required.

Minimum Qualifications

Knowledge of:
Principles and practices of employee supervision, including selection, work planning, organization; principles and practices of election administration; principles and practices of vital record maintenance/filing; principles and practices of administrative analysis and research; record keeping, and bookkeeping practices, principles and procedures; administrative principles and practices, including program development, implementation, goal setting and evaluation; applicable laws, rules and regulations; computer applications related to the work; business arithmetic; correct business English usage; techniques for dealing with the public, often in situations, which may be difficult or confrontational.

Skill to:
Plan, assign, train, supervise, review and evaluate the work of others; assist in the development and implementation of goals, objectives, policies and procedures; perform document examination; interpret, apply and explain complex laws, regulations and procedures; understand, interpreting and apply provisions of the California Elections Code to specific situations; exercise sound, independent judgment within general procedural guidelines; maintain accurate records and files; prepare clear, accurate reports, correspondence and other written materials; make accurate arithmetic and statistical calculations; establish and maintain effective working relationships with county staff and the public, occasionally in stressful situations.

Education, Training, and Experience:

Elections Coordinator I :
Equivalent to graduation from high school and five (5) years of responsible experience which involved researching and/or processing documents in accordance with laws, codes and/or other regulations including two (2) years of experience working within an election office or experience in a City or County office that would have provided the required knowledge and skills. A four year college degree from an accredited college or university in Business, Political Science or related field may be substituted for up to two years of the required experience.

Elections Coordinator II:
Equivalent to graduation from high school and a minimum of five (5) years of progressively responsible experience in a County Election's Office; Possession of a Document Examiner Certificate issued by the County Recorder's Association of California; Possession of a Certificate issued by the California Professional Election Administrator Credential Program (CalPEAC).

Special Requirements
Possession of a valid California Driver's License.

Bargaining Unit 5 (unrepresented) - Supervisory and Confidential Non-Exempt Employees

NEW * Assist-To-Own program to help Couny employees purchase a home.
Program Highlights:

• Down Payment Assistance, up to 5.5% of the Total Mortgage Loan.
• Available with purchase of a primary residence.
• Variety of Mortgage Loan options (FHA, VA, USDA and Conventional Mortgage Loans).
• No first-time homebuyer requirement to qualify.
• Flexible guidelines: Minimum FICO 640; Maximum DTI 50%.
• Flexible income limits, up to moderate income levels; no income limits for FHA and VA.

For more information, vists Calaveras County Assist-to-Own

Extra-Hire:
Extra-hire employees are not eligible for step advances, vacation, seniority rights, holiday pay or other certain employee benefits. They are entitled to 24 hours of sick leave per year and eligilbe for the county's CORE Medical plan but not eligible for dental or vision insurance.

Vacation days:

0 - 3 complete years = 80 hours per year.

After 6 months you can take your first week.

3 - 10 complete years = 120 hours per year

10 years+ = 160 per year

Holidays:13 paid holidays per year.

Sick Leave:12 days annual sick leave accrual with unlimited accumulation.

Sick leave is accrued at 3.69 hours for each full 80 hours of payroll period.

60 hours of sick leave can be used for immediate family, parent spouse, child or sibling.

Merit:After successfully completing twenty-six (26) pay periods, a 5% merit increase may be granted.Merit increases may be granted annually thereafter to the top step.

Probation Period:New employees remain in a probationary status for 26 pay periods.

Longevity Incentives @ 2.5% for each of the following:

• 5.5 years (if hired before March 28, 2005)
• 6 years
• 10 years
• 15 years
• 20 years
• 25 years

Flexible Spending Accounts under Section 125

• Flexible Spending:Pre-Tax Medical Reimbursement - Max contribution of $2,500 annually
• Flexible Spending:Pre-Tax Dependent Care Account - Max contribution of $5,000 annually

Section 125 Plan:Additional insurance is available through the Section 125 plan and may be purchased from a representative during open enrollment or by appointment when they are on-site.

AFLAC

• Heart & Stroke Insurance
• Cancer Insurance
• Accident Insurance
• Universal Life Insurance
• Short Term Disability Insurance

LEGALSHIELD

Life Insurance:$50,000.00 County paid

Retirement Information:

CalPERS:
CLASSIC MEMBERS: 2% at 55
PEPRAMEMBERS: 2% at 62

Additional Retirement Plan:

The County offers a 457 Government plan. Employees can contribute u to this deferred compensation plan (Pre or Post Tax options).The County utilizesVALIC.

Participating employees will receive a County paid match of up to $50 a month

Closing Date/Time: 11/30/2023 11:59 PM Pacific