Clerk and Recorder Supervisor - Elections

Montrose County•Montrose, CO

About The Position

The Clerk & Recorder Supervisor completes procedures in all aspects of the Clerk & Recorder’s Office as directed by the Colorado State Statutes. This position provides comprehensive departmental support in the coordination and implementation of compliance, services, policies and programs for the Clerk & Recorder Offices. Directs, manages, oversees and provides operational direction of their assigned office within the Clerk & Recorder Offices. Ensures compliance, provides leadership and strategic direction to the Clerk & Recorder with the planning, coordination and direction of the assigned department and its staff in the implementation of federal, state and county laws, guidelines, policies and procedures, assuming the responsibilities of the specific assigned department. This position requires the ability to plan, organize and control the responsibilities of the department, manage and direct the team working together to accomplish the goals of the Clerk & Recorder’s Offices. This position requires considerable exercise of judgement, communication and strong leadership to ensure the fulfillment of management objectives for statutory compliance and exceptional customer service . This position evaluates procedures necessary to maintain absolute statutory compliance.

Requirements

A high school graduate or equivalent. Two year associates degree desirable or equivalent work experience.
At least five (5) years working progressively responsible experience in an office environment. Preferably with at least two (2) years experience acting as a supervisor or lead employee with progressively responsible management and supervisory experience.
Knowledge of modern office management practices, procedures and techniques.
Excellent customer service and communication skills
Ability to organize and coordinate office functions to achieve organizational goals and objectives.
Exceptional attention to detail, follow-through and organizational skills
Self-disciplined to interpret written statutes and follow exact procedures.
Ability to act independently and exercise initiative in the coordination of projects assigned.
Ability to manage, supervise, mentor and train staff members.
Ability to review and interpret Colorado Revised Statutes, County, Clerk & Recorder Offices and department policies and procedures, guiding staff to ensure compliance.
Ability to exercise initiative and independent judgement in the application of standards and organize and plan work to meet strict deadlines in a variety of situations.
Ability to operate software, utilize and maintain multiple specialized databases related to essential and complex duties of the Clerk and Recorder office.
Ability to effectively navigate numerous websites (i.e. Clerk’s Corner, SOS, DOR, DRIVES, Civic Roundtable, State and County Intranets, CCCA, etc.)
Ability to express ideas clearly and concisely, orally and in a variety of written formats , and present information clearly and concisely in verbal and written form.
Must be able to interpret, apply, explain and enforce all applicable laws, codes, regulations, policies and procedures to a wide range of audiences and levels of knowledge.
Ability to assemble, organize and present statistical, financial and technical information derived from a variety of sources.
Ability to read, analyze, and interpret complex and technical documents including contracts, maps, and complex management and financial reports and respond to the most sensitive inquiries or complaints.
Ability to read, comprehend and translate information relayed in written or graphic format.
Must be able to write policies, procedures, correspondences and other types of documents.
Must have the ability to write speeches, articles and manuals and create presentations using original and innovative techniques and styles.
Must have the ability to make effective and persuasive presentations on controversial or complex topics to top management, public groups and organizations and/or board of directors.
Ability to prepare industry specific technical reports and budgeting information.
Ability to effectively communicate with the public, federal, state and county officials, employees and community agencies.
Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community.
Have a strong customer service orientation and work collaboratively within a team environment.
Interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations.
Must have the skill to organize work flow and accomplish established objectives.
Must possess the ability to recognize when confidentiality is required and maintain strict confidentiality.
Must maintain appropriate professional boundaries in relationships with customers/clients and the general public.
Must be able to diffuse the most intense situation with diplomacy and professionalism.
Demonstrate a commitment to the County’s and the Clerk & Recorder Offices’ mission, values and core beliefs.
Provide leadership, guidance and feedback to ensure continual quality improvement and respect the experience, cultural and overall diversity of those you lead and interact with.
Must have the ability to work with moderate to complex mathematical concepts such as addition, subtraction, multiplication and division in all units of measure, using whole numbers, fractions, percentages, decimals, proportions rates and ratios.
Must be able to analyze technical data and apply it to practical situations.
Must have working knowledge of basic financial transactions, such as reconciling, balancing, payroll, purchasing and expenses.
Must have the ability to understand budgetary functions, processes and procedures.
Must be able to make rational decisions through sound logical and deductive processes and make sound judgements, decision making, problem solving, while planning, directing and monitoring the work of the Clerk & Recorder Offices.
Must be able to apply principles of logic and reasoning or scientific thinking to a wide range of intellectual and practical problems and work independently with minimal direction.
Must be able to prioritize work and simultaneously manage multiple responsibilities at times under extreme pressure of tight deadlines and emotional situations.
Must be able to analyze problems, identify alternative solutions, project consequences of proposed actions, and recommend or implement best options in support of strategic goals and objectives.
Must have the skills to solve problems involving concrete and abstract variables in a variety of situations within established guidelines.
Must be able to work independently.
Must have the ability to analyze, appraise and organize facts, evidence and precedents concerned in difficult and complex cases and transactions, and present material in a clear and logical form, including oral and written presentations, briefs, opinions, orders or decisions.
Must be able to successfully manage multiple projects and complete work under intense pressure pursuant to deadlines.
Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone, and copiers with scanning and faxing capabilities.
Must be proficient in word processing, database manipulation, spread sheets, email, and the knowledge to save and retrieve documents from a variety of destinations and sources with a high degree of accuracy.
Must be able to learn the software and programs related to the position and the County.
Must possess and maintain a valid Colorado Driver’s License and satisfactory driving record.
Must maintain an active Notary Public license with the Colorado Secretary of State.

Responsibilities

Directs and supervises personnel including scheduling work assignments; hiring and training employees; reviewing work progress and completion; providing recommendations regarding employee job performance; conducting performance evaluations; recommending salary adjustments; counseling employees; and ensuring accuracy of work and compliance with all applicable federal, state and local laws, rules, policies and procedures.
Provides leadership, including identification, development and implementation of long-term and short-term goals, work procedures, workflow, staff assignments and work schedule for the assigned department.
Promotes a learning environment by ensuring all department staff are well trained and cross-trained and ensuring effective office coverage.
Develops objectives, strategies, plans, policies and programs for department. Ensures all staff are aware of their roles in performance measurement and achieving strategic priorities and strict compliance with laws, rules, policies and procedures, Works with the public, various governmental entities, businesses and County staff in responding to inquiries, explaining processes, completing paperwork and resolving issues.
Provides strategic direction and collaboration in planning, development and implementation of policies and procedures for assigned department to improve efficiency. Directs and administers the implementation of strategic decisions.
Works with the public, various governmental entities, businesses and County staff in responding to inquiries, explaining processes, completing and filing paperwork, resolving issues and de-escalating stressful situations.
Partners with employees and management to ensure compliance with established policies and procedures and with any relevant federal, state and/or local legislation Represents the department and provides guidance, resources and information in assigned department.
Ensures current updated policies and procedures for each responsibility within the assigned department. Identifies appropriate procedures to ensure compliance with the ability to continually assess and adapt procedures to resolve problems. Updates procedures and develops manuals for each function of the department and oversees the accuracy of procedure manuals
Collects detailed information to compile reports and formal documentation to facilitate the functions of the department. Trains and audits the work of all department staff to ensure correct interpretation of State Statute and department policies and procedures.
Ensures the appropriate collection of all taxes and fees according to department compliance, issues receipts and records transactions as appropriate; using office specific computer software to enter and retrieve information.
Manages the recruitment, interviewing and selection, including on-boarding orientation and training of new staff Maintains a detailed working knowledge of all computer software programs utilized by department staff.
Oversees the management and directing all services, activities and staff responsibilities for accuracy and completeness, making assignments and ensuring compliance Communicates with the Chief Deputy Official and the Clerk & Recorder prior to acting on any official disciplinary action.
Handles departmental complaints according to office policy and reports all complaints to the Chief Deputy Official or the Clerk & Recorder. Directs the office and countywide information transfer for the assigned department.
Performs a variety of budgetary and related fiscal duties (i.e., maintaining department budget, development of procedures for billing or accounts receivable, handling cash funds as required), actively communicating such information to the Chief Deputy Official or the Clerk & Recorder.
Reviews all materials used in assigned department, verifying information for accuracy and completeness, making corrections as necessary. Maintains and oversees department filing systems for the appropriate availability of information.
Maintains a current working knowledge of appropriate records retention and destruction. Manages department staff logistics for workshops, trainings, meetings, etc. attending training, conferences, workshops, or online courses to obtain and maintain certification for the assigned department.
Enhance and seek knowledge of trends and developments in the field to gain knowledge and information to assist with professional development of self and assigned staff. May require late hours and weekends leading up to and including Election Day. Regular and predictable attendance is required.
Completes cash drawer audits. Train and mentor team members on cash handling procedures to ensure accuracy