Assistant County Clerk-Recorder/Registrar of Voters

County of Madera•Madera, CA

50d•Onsite

About The Position

Under general direction, plans, organizes, oversees, coordinates, and manages the staff and operations of the County Clerk-Recorder/Registrar of Voters Office; participates in the development of policies and strategies for department operations; manages the effective use of division resources to improve organizational productivity and customer service; provides complex and responsible support to the County Clerk-Recorder/Registrar of Voters in areas of expertise and acts in their absence; and performs related duties as assigned. SUPERVISION RECEIVED AND EXERCISED Receives general direction from the elected County Clerk-Recorder/Registrar of Voters. Exercises supervision over supervisory, professional, and administrative support staff. The job functions listed below are not inclusive or exclusive and are intended only as illustrations or examples of the various types of work that may be performed in various divisions/departments. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.

Requirements

Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
Principles and practices of budget development and administration.
Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
Principles and practices of leadership.
Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned area of responsibility.
Principles and practices of contract administration and management.
Principles and practices of election operations, organization, and programs.
State and County laws governing elections in a County Clerk-Recorder's Office.
Laws and regulations governing public access and use of information and records maintained in the County Clerk-Recorder's Office.
Common legal documents recorded in a County Clerk-Recorder's Office and the various federal and state codes relative to the filing of legal documents with the County Clerk-Recorder's Office.
Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
Methods and techniques of preparing technical and administrative reports, and general business correspondence.
County and mandated safety rules, regulations, and protocols.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to the work performed.
Plan, organize, oversee, and manage the staff and operations of the County Clerk-Recorder/Registrar of Voters Office.
Develop and implement goals, objectives, practices, policies, procedures, and work standards.
Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
Provide administrative, management, and professional leadership for the department.
Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations which govern the activities and functions of the County Clerk-Recorder/Registrar of Voters Office.
Evaluate and develop improvements in operations, procedures, policies, or methods.
Be politically sensitive to challenges and opportunities related to inter-governmental relationships and potentially competing financial and strategic priorities.
Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
Effectively communicate with individuals for whom English is not a primary language.
Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Analyze, interpret, summarize, and present technical information and data in an effective manner.
Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
Effectively represent the department and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
Direct the establishment and maintenance of a variety of filing, record-keeping, and tracking systems.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Effectively use computer systems, software applications relevant to the work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to a bachelor's degree from an accredited college or university with major course work in business administration, public administration, government, or a closely related field and five (5) years of increasingly responsible administrative and/or managerial experience performing professional, supervisory, and/or management work within a California County Clerk/Recorder, and/or Elections department; including experience performing and/or supervising professional level recording and/or elections staff and responsibilities.
Possession of, or ability to obtain by the time of appointment, an appropriate California driver's license.?
Possession of, or ability to obtain, a California Professional Elections Administration Credential and/or a Certified Elections Registration Administrator certificate and/or Recordable Document Examiner Certification.

Responsibilities

Plans, manages, and oversees the daily functions, operations, and activities of the County Clerk-Recorder/Registrar of Voters office and its three divisions: Election Services, County Clerk-Recorder Services and Administrative Services.
Participates in the development and implementation of goals, objectives, policies, and priorities for the department; continuously monitors the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative, and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.
Participates in the development, administration, and oversight of division budget; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
Participates in the selection of, trains, motivates, and evaluates assigned personnel; works with employees to correct deficiencies; recommends and implements discipline and termination procedures.
Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with County specifications and service quality.
Directs, manages, and oversees the performance of the Clerk-Recorder Services division including its programs, projects, policies, procedures, and systems including the County's Official Records and Vital Records Systems, professional registrations and environmental document filing processes.
Directs, manages, and oversees the performance of the Election Services division including its programs, projects, policies, procedures, and systems including the conduct of all elections, voter registration and election management systems and the County's certified voting systems.
Directs, manages, and oversees the performance of the Administrative Services division including its programs, projects, policies, procedures, and systems including fiscal staff and services, personnel and payroll processes, the County Mail Room and assigned staff.
Demonstrates sensitivity to and understanding of historically disadvantaged voters and participates in professional development activities that increase cultural competencies and enhances voter education and outreach practices within the county.
Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; presents reports to various commissions, committees, and boards.
Conducts a variety of organizational and operational studies and investigations; recommends modifications to assigned programs, policies, and procedures, as appropriate.
Serves as a liaison for assigned functions with other County departments, divisions, and outside agencies; provides staff support to commissions, committees, and task forces as necessary.
Attends and participates in professional group meetings; stays abreast of legislative changes impacting recordation and retention of documents and election practices; researches emerging products and enhancements and their applicability to County needs.
Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; identifies and reports findings and takes necessary corrective action.
Directs the establishment and maintenance of working and official division files.
Serves as the Clerk-Recorder/Registrar of Voters in their absence.
Ensures staff compliance with County and mandated safety rules, regulations, and protocols.
Performs related duties as assigned.