Elections Specialist/ Deputy Clerk

Livingston County was named a 2024 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 6 elected offices, and 3 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

Position Summary:

Under the supervision of the Elections Coordinator/Deputy Clerk provides information and assistance to elected officials, candidates, and the public regarding the election process. Assists the Elections Coordinator in implementing and enforcing the Michigan Election Laws according to Michigan statutes. Provides backup assistance for most duties of the Election Coordinator. Maintains records of election costs and participates in the selection and ordering of election supplies. Performs all essential job functions of a Vital Records Clerk when assigned to the Vital Records Division.

Pay Rate Information:

The Election Specialist/Deputy Clerk position is a non-union position and starting pay is $23.74/hr. This position is eligible for step pay increases within our Non-Union Grade 5 Wage Scale. Top end of the current wage scale for this position is $30.08/hr.

Benefits with this Position Include:

• Retirement plan includes a 401a with up to 8% employer contribution
• Comprehensive Medical, Pharmacy, Dental & Vision
• Optional Voluntary 457 Deferred Compensation plan
• Short-term & Long-term disability & Basic Life & AD&D insurance
• Health & Dependent Flexible Spending Accounts
• Paid vacation, sick days & 13 holidays. Unused vacation and sick time rolls over
• Tuition Reimbursement
• Up to $500 annual Wellness reimbursement* & $100 incentive for completing your annual physical & Health Assessment.
• Voluntary benefits such as Accident, Critical Illness, & Hospital policies
• Employee assistance program

*Pro-rated based on DOH

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Receives and processes voter registrations from various sources and forwards to appropriate jurisdiction.
2. Assists with preparation of ballots for all elections. Preparation includes layout, coding, and proofreading ballots to ensure compliance with appropriate ballot standards.
3. Coordinates proof ballot mailings to candidates and entities with ballot proposals.
4. Provides information and assistance to staff from cities, townships, and the general public regarding appropriate election procedures, filing deadlines, and results as they pertain to elections held within the County.
5. Receives and verifies for legal sufficiency petition and affidavit documents from elected officials, candidates, and the public to initiate the process of filing for office. Ensures affidavit and/or petitions are filed in accordance to state-mandated filing schedules and state law. Certifies petition signatures and ensures compliance with requirements mandated by law for signatures.
6. Receives and verifies for legal sufficiency campaign finance records from elected officials, candidates, and political action committees as required by Campaign Finance laws.
7. Schedules training for election inspectors. Reviews and compiles training materials. Prepares and forwards training certificates to appropriate jurisdiction upon successful completion of training by election inspectors.
8. Creates canvass booklets for the Board of Canvassers to review and certify.
9. Serves as a receiving board member on election nights.
10. Serves as backup to the Elections Coordinator.
11. Regularly performs the functions of a Vital Records Clerk when assigned to that division of the Clerk's Office.
12. Assists the Elections Coordinator by monitoring legislation changes related to the election process.
13. Closes cash register daily, counts receipts and deposits funds at Treasurer's Office. Maintains petty cash drawer.
14. Enters invoices and requisitions into the County financial software for the Elections Division and Vital Records Division.
15. Orders office supplies for the department.
16. Processes all mail for the Clerk's Office.
17. Performs other duties as directed.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

• Associates Degree or equivalent and three years of progressively more responsible experience in clerical and office administration.
• Have had two years of full-time work experience in an election-related position.
• The County, at its discretion, may consider an alternative combination of formal education and work experience.
• Certified as a Notary Public, Deputized Clerk, and Accredited Election Official.
• Certified Cash Handler.
• Michigan Vehicle Operator's License.
• Thorough knowledge of the principles and practices of election processes, procedures, and activities, records management and office procedures.
• Considerable knowledge of election terminology, Election Day processes and procedures, voter registration procedures, vital record documents, processing vital records, DBAs, and concealed pistol permits, balancing receipts, and maintaining detailed and accurate records in both electronic and non-electronic formats.
• Strong working knowledge of office procedures, file setup and maintenance, math and bookkeeping principles, and application and administrative support techniques.
• Strong skills in proofreading, performing arithmetic calculations, and maintaining accounts and records.
• Skill in assembling and analyzing data and preparing comprehensive and accurate reports.
• Skill in effectively communicating ideas and concepts orally and in writing.
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.
• Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
• Skill in the use of office equipment and technology, including Microsoft Suite applications and the ability to learn software applications and databases utilized by the Clerk's Office.
• Skill in the use of document imaging software and equipment.
• Skill in the use of specialized election equipment including but not limited ballot marking devices, scanning equipment, and specialized election software.
• Ability to attend meetings scheduled at times other than normal business hours.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.