Chief Deputy Clerk

Josephine County•Grants Pass, OR

About The Position

Supervises, manages, organizes, and performs duties within the elected County Clerk & Recorder's office. Provides public and other individuals to the designated services, implements laws, codes, programs, and policies prescribed by legislative bodies. Performs the below duties personally or through subordinate employees. Work is performed under the general supervision of the elected County Clerk, who periodically reviews work for accuracy and compliance with departmental policies and state and federal regulations.

Requirements

Bachelor's Degree from an accredited four-year college or technical school, and two (2) years progressively responsible experience in business management, accounting, elections, administering statutorily structured activities (i.e., activities governed by Oregon Revised Statutes and OARs) , program management, and supervision; or any satisfactory combination of education, experience and training which demonstrates the knowledge, skills, and ability to perform the described duties.
Ability to read, analyze, and interpret technical laws, codes, ordinances, journals, financial reports, and legal documents; respond to common inquiries or complaints from customers, regulatory agencies, or members of the community; effectively present information to County management, public groups, and/or other government agencies; communicate effectively both verbally and in writing; and establish and maintain effective working relationships with other employees, agencies, officials, and the general public.
Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent in practical situations and to create and interpret graphs and charts.
Ability to understand and correctly interpret complex laws relating to elections, voter registration, real property documents, and the Clerk and Recorder's duties and responsibilities. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to think abstractly as required by the departmental database software.
Ability to effectively and efficiently use computers, word-processing, spreadsheet, database, proprietary election, voter registration, real property document recording programs, and presentation programs.
Ability to successfully manage the departmental web pages and electronic interfaces over the internet.
Possession of or ability to obtain a valid Oregon Driver's License and possess a safe driving record.
Have or ability to obtain a notary public.

Nice To Haves

Continuing education is a requirement for the elections division as outlined by Oregon Statute.

Responsibilities

Supervises subordinate employees, including assigning and reviewing work, evaluating performance, training, taking necessary disciplinary action, and effectively recommending on hiring and termination decisions.
Coordinates activities of the Clerk & Recorder's Office in order to provide designated functions or services with minimal delay and optimum efficiency and accuracy.
Directs office activities; performs routine audits of office functions to determine accuracy and efficiency.
Reviews office's administrative policies and procedures; develops, recommends, and implements new policies and procedures to increase efficiency.
Prepares budget recommendations and estimates for the County Clerk’s office.
Answers department inquiries from the general public and other County or agency staff regarding laws, regulations, policies, and procedures.
Reviews Oregon laws updating office programs, policies, and procedures as changes occur.
Informs subordinate staff of changes or interpretations of laws, codes, programs, policies, or procedures.
Researches, compiles, and maintains data from varied sources where considerable knowledge of subject matter is required.
Prepares financial and narrative reports, which require balancing, reconciling figures, and verifying data.
Provides staff members with technical and/or professional assistance on an ongoing basis.
Performs certification of documents entered into the public record including, but not limited to, property records, marriage licenses, and military discharge records.
Sorts, arranges, files, and maintains documents and records; reviews files for completeness and accuracy; updates and purges files according to department guidelines.
Assists the County Clerk with the record management of the archives (land records, marriages, Board of Commissioner filings) within the office and State Archives per Oregon Revised Statues.
Performs recording functions of screening, recording, and scanning documents as needed.
Assists public in records retrieval such as locating deeds, mortgages and marriage or election records.
Maintains daily receipt ledger for the cash report of all money received in the Clerk's Office.
Supports activities related to elections by assisting with production of ballots, pamphlets, and other materials; processing absentee ballot applications, including the mailing of ballots, the maintenance of records of ballots mailed and received, retrieving of ballots at drop sites for each election and billing appropriate Districts.
Verifies ballot signatures, checks tally sheets, posts election results to the web, and certifies election results to Secretary of State.
Responsible for accounts payable report for each election.
Acts in the capacity of the County Clerk in his/her absence.
Carries out supervisory responsibilities in accordance with the County and County Clerk'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.
The incumbent has direct supervisory responsibility for all departmental employees.