Clerk-Recorder Elections Coordinator

DEFINITION:
This position's focus is Elections and will be assigned updating election materials including instructional manuals.

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.

• 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.

 
 

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).