Clerk's Associate

Charter Township of Bloomfield•Bloomfield Township, MI

6d•Onsite

About The Position

This is an experienced professional-level position that will support all clerk department functions. Other duties may be clerical, administrative or project based and include scheduling, arranging meetings, event planning, handling information requests, preparing reports and correspondence. The Department’s core functions are: Elections Board of Trustees Resident Services Document Retention, Management, and Transparency This position requires the highest degree of honesty and integrity. We must operate smooth and successful elections, which necessitates working under strict deadlines, adherence to legal requirements and regulatory guidelines, maintaining confidentiality, protecting document chains of custody. Election work is deeply collaborative and we work extensive overtime hours. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by individuals in the Clerk/Elections Department. The Clerk’s Associate role is a professional-level position where the employee will lead 2 core functions and provide substantial support to the other core functions and may be requested to perform any combination of job tasks noted below and others not specifically presented in this description.

Requirements

Bachelor's or Associates Degree
3+ years of Clerk’s office (or directly related) experience. We are willing to consider various amounts of experience and education to increase attraction.
Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities
Qualified Voter File Certification
Election Officials accreditation
Passport Certification
Notary Bond
United States citizen
At the time of hire and throughout employment the person must not have a conviction for a felony or election-related crime
Knowledge of: English grammar, spelling, punctuation, and proper phone etiquette
Knowledge of: Modern office procedures, methods and computer equipment
Knowledge of: Relevant Bloomfield Township policies and procedures
Knowledge of: State voting and election laws and regulations
Skill in: Use of relevant computer software as necessary; especially Excel, Word and QVF
Ability to: Establish and maintain effective working relationships
Ability to: Accurately organize and maintain paper documents and electronic files
Ability to: Maintain the confidentiality of information and professional boundaries
Ability to: Communicate effectively orally and in writing
Ability to: Meet schedules and deadlines of the work

Responsibilities

Receive and resolve resident requests either in person, by phone, or email
Manage office equipment and supplies and coordinates supply orders for Township Hall
Maintain the Clerk’s Office email box and Subdivision Associations database
Notarize documents
Process passport applications
Administer and coordinate employee ID card processing.
Administer licenses and permits originating in the Clerk’s Office including, but not limited to, Right-of-Ways (commercial, exemption, small cell wireless and residential), Wetland and Floodplain, Solicitation and Liquor.
Receive/process FOIA requests by tracking requests, informing appropriate departments, monitoring timelines and providing responses.
Plan for and perform activities necessary for the proper functioning of the Board of Trustees such as organize, assemble and post meeting packets, plan for and publish/post notices, attend meetings, prepare meeting minutes, and issue/publish post-meeting notices/correspondence as necessary.
Perform election preparation activities, as assigned, to ensure a smooth and successful election, which may include, but not limited to, prepare training materials, conduct training, assign election workers, organize absentee voting, prepare election equipment/supplies, act as polling place liaison and support the Election Commission.
Perform election day tasks to ensure a smooth and successful election, which may include, but not limited to, issuing absent voter ballot applications and ballots, trouble-shooting the precinct equipment, and advising election inspectors on proper implementation of procedures, supporting the Absentee Voter Counting Board, and any necessary corrective actions that are needed.
Assist with after-election tasks as needed such as canvasses, recounts and audits.
Administer document retention requirements and the document management software for the Clerk/Elections Department.
Support all Township Departments in their document retention practices and proper usage of Laserfiche, the Township document manage system.
Coordinate 8 Lake Boards, which includes administering budgets and contracts, preparing for assessment hearings and handling annual business meetings.