County Clerk Chief Deputy/Elections Coordinator

Saline County • Benton, AR

6d • Onsite

About The Position

This position serves a dual role as Chief Deputy Clerk and Elections Coordinator for Saline County. As Chief Deputy Clerk, responsibilities include training, supervising, and overseeing all office operations, scheduling employee vacations, inputting hours for payroll, and reconciling the office checking account. As Elections Coordinator, this role is responsible for all aspects of election setup, including 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, managing the return of equipment and supplies on election night, and coordinating the pickup of equipment, supplies, and results. The position also involves attending training with the State Board of Election Commissioners (SBEC), working with the Saline County Election Commissioners (CBEC), attending commissioner meetings and taking minutes, assisting the Election Consultant, coordinating the 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, Certified Court Clerk through Arkansas District and City Court Clerks Association.
• 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

• Train, supervise, and oversee all areas of the office.
• Schedule vacations for all employees.
• Input hours to calculate gross earnings for each employee.
• Reconcile the office checking account.
• Responsible for all aspects of setting up of all elections.
• Recruit and train personnel for elections.
• Manage vote centers.
• Responsible for inventory and accounting of all election materials and equipment.
• Perform ballot proofing.
• Perform testing on all voter equipment.
• Assist Voter Registrar as needed.
• Oversee vote centers and personnel during early voting and election day.
• Oversee return of equipment and supplies on election night.
• Coordinate pickup of equipment, supplies and results on election night.
• Attend training with the State Board of Election Commissioners (SBEC).
• Work alongside the Saline County Election Commissioners (CBEC).
• Attend all commissioner meetings and take minutes.
• Assist Election Consultant and provide support.
• Coordinate delivery and pick up of all equipment and supplies to vote centers.
• Oversee absentee ballot process from issuing ballots to canvassing.
• Schedule, assign direct work, correct and discipline, recommend salary increases, and train employees.
• Maintain an accounting of earned and leave time for County Clerk office.
• Reconciliation of bank records for 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 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 payment thru the Fl Software Program.
• Order, proof and prepare all materials/ballots pertaining to elections and assist Election Consultant.
• Perform logic and accuracy testing all voter equipment with data provided by Election Consultant.
• Report testing results to the Secretary of State.
• Processing applications, mailing ballots, recording and maintaining received ballots, all using accounting methods to ensure an accurate vote and uphold the integrity of the election process.
• Oversee a varying number of employees canvass the absentee ballots on election day.
• Work alongside Election Consultant inputting results in the Election Reporting Management system.
• Order all elections 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 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 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.
• Ensure notification of meetings to the public and media.
• Assist Voter Registrar with all aspects of voter registration (processing applications, DMV daily report, etc.).
• Assist Voter Registrar with odd-year mailing to voter as required by the SOS.
• Provide support with the 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.
• Paid holidays.
• Bilingual pay of $2,080 is available once proficiency has been established.

What This Job Offers

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