County Clerk - Chief Deputy/Elections Coordinator

Saline County • Benton, AR

16h • Onsite

About The Position

This position serves as the Chief Deputy Clerk and Elections Coordinator for Saline County. As Chief Deputy Clerk, responsibilities include training, supervising, and overseeing all areas of the office, scheduling employee vacations, inputting hours for payroll, and reconciling the office checking account. As Elections Coordinator, this role is responsible for all aspects of setting up elections, recruiting and training personnel, managing vote centers, maintaining inventory and accounting of election materials and equipment, ballot proofing, testing voter equipment, assisting the Voter Registrar, overseeing vote centers and personnel during early voting and election day, overseeing the return of equipment and supplies on election night, coordinating pickup of equipment, supplies, and results, attending training with the State Board of Election Commissioners (SBEC) and working with the Saline County Election Commissioners (CBEC), attending commissioner meetings and taking minutes, assisting the Election Consultant, coordinating delivery and pickup of equipment and supplies to vote centers, and overseeing the absentee ballot process from issuing ballots to canvassing.

Requirements

• High School Diploma or GED.
• 6 years of office administration experience.
• 5 years of management experience.
• Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
• Within 3 years of hire, must be a Certified Court Clerk through Arkansas District and City Court Clerks Association.
• Must attend Clerk's Conference for continuing education on matters dealing with probate and EQ.
• Employees are required to take an "Oath of Office" and become a Notary Public.
• Advanced proficiency in Word Processing/Typing.
• Advanced proficiency in Spreadsheet software.
• Intermediate proficiency in 10-Key.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
• Supervises a moderate-sized group (8-15) of employees engaged in important, complex operations, consisting of employees in different classifications who perform a wide variety of duties.
• Supervises the following departments: County Clerk's Office & Election Workers.
• Regular use of highly complex machines and equipment; specialized or advanced software programs.
• Strong organization skills with the ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment during elections.
• High level of attention to detail when reviewing election related data, preparing reports and ensuring compliance with laws and regulations.
• Ability to spot discrepancies or issues early and resolve them efficiently to prevent problems during elections.
• Excellent verbal and written communications skills with the ability to explain election procedures in clear and simple terms to the public, media and employees.
• Strong interpersonal skills with the ability to collaborate with colleagues, election officials and the public in a professional and effective manner.
• Ability to analyze complex problems and develop solutions quickly, especially during election cycles when issues may arise on short notice.
• Must have experience in Excel, Word, Google Chrome.

Nice To Haves

• Preferred office administration experience as an assistant to an executive.

Responsibilities

• Schedule, assign direct work, correct and discipline, recommend salary increases, and train employees.
• Input hours to calculate gross earnings for each employee within the County Clerk's Office.
• Maintain an accounting of earned and leave time for the County Clerk office.
• Reconcile bank records for the County Clerk's Office and verify accuracy of data input.
• Prepare and update ACOOP (disaster plan) for the County Clerk's Office.
• Prepare deposits when Voter Registrar is out and take deposits to the bank.
• Recruit all election workers and ensure they are trained and certified by the Secretary of State (SOS) and SBEC.
• Determine the appropriate staff needed for each election.
• Provide all paperwork for election workers as needed by Human Resources for payment through the Fl Software Program.
• Order, proof, and prepare all materials/ballots pertaining to elections and assist the Election Consultant.
• Perform logic and accuracy testing on all voter equipment with data provided by the Election Consultant and report testing results to the Secretary of State.
• Process applications, mail ballots, record and maintain received ballots, using accounting methods to ensure an accurate vote and uphold the integrity of the election process.
• Oversee a varying number of employees canvassing absentee ballots on election day.
• State voter ID system of 300 to 1000 Saline County voters.
• Work alongside the Election Consultant inputting results in the Election Reporting Management system.
• Order all election supplies.
• Prepare supply boxes, postings, equipment, etc., for each Vote Center.
• Supervise the set-up of all sites and ensure each site has all necessary supplies, etc.
• Oversee candidate filing and completion of all paperwork.
• Assist the Voter Registrar with candidate requests for voter lists and maps; proofing data for tablets for each election.
• Be available during elections to solve issues and problems as they arise.
• Oversee absentee ballot process preparation and issuance of applications, ballot preparation, etc.
• Oversee absentee canvassing process training and recruiting workers.
• Oversee tabulation and processing of election results; the return of all equipment, supplies, etc.
• Work in Power Profile (election systems software) and process Probate/Estate and Guardianship bank accounts as Court ordered.
• Prepare paperwork, reports, etc., for the SOS, SBEC, CBEC, and other agencies as needed.
• Prepare oaths, certifications, etc., after each election.
• Work alongside the CBEC, be present and take minutes at meetings, and ensure notification of meetings to the public and media.
• Assist the Voter Registrar with all aspects of voter registration (processing applications, DMV daily report, etc.).
• Assist the Voter Registrar with odd-year mailing to voters as required by the SOS.
• Provide support with front office filing paperwork for new and current probate matters, answering phones, issuance and recording of marriage licenses, filing of county-related documents, etc.
• Maintenance and purchasing of office supplies for the office and elections.
• Perform any other related duties as required or assigned.

Benefits

• Group health, dental and life insurance is paid by the County for the employee’s coverage provided the employee obtains a wellness check within the designated time frame.
• The County contributes 15.32% per pay period of the employee’s gross towards the employee’s retirement through the Arkansas Public Employees’ Retirement System.
• Bilingual pay of $2,080 is available once proficiency has been established.
• Paid holidays off.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED