Placer County

Recorder/Elections Specialist (#12562)

$23.72-$29.62 Hourly / $4,111.47-$5,134.13 Monthly / $49,337.60-$61,609.60 Yearly


DEFINITION

To perform a wide variety of general clerical and document processing functions within the elections and/or recording divisions of the Clerk-Recorder/Elections Department; to serve as a resource to assigned staff and the public regarding areas of assignment; and to perform other duties relative to assigned areas of responsibility.

DISTINGUISHING CHARACTERISTICS

The Recorder/Elections Specialist is distinguished from the Recorder/Elections Technician-Journeyin that the former is required to perform duties and responsibilities in one or more functional areas within the Clerk-Recorder/Election’s Department which necessitate specialized research, analysis, reporting, planning, formulation and/or implementation of findings and recommendations.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from higher-level management or supervisory staff. 

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:
  • Perform general and specialized clerical duties related to assigned functional area; compile data; summarize and maintain a variety of reports, records, lists and files. 
  • Process and verify a variety of documents including complex general and legal correspondence, memos and statistical charts.
  • Serve as a resource to the general public; provide answers and information regarding processes and procedures for assigned specialty area.
  • Sort and file legal and general documents and records; maintain alphabetical, index and cross-reference files.
  • Operate standard office equipment including personal computers and supporting word processing, spreadsheet or database programs.
  • Provide and maintain quality customer service relationships with co-workers, other County employees and the general public.
  • Perform related duties as assigned.

In addition to the above:

When assigned to Elections Division:

  • Compile, maintain and file voter registration documents, materials and logs; update and maintain manuals, indexes, voter registrations and inventory control files; process absentee voter requests; enter new voter registration cards; change, cancel or remove records; return incomplete voter registration cards.
  • Verify voter materials; review precinct rosters for duplicate voters and changes noted by precinct workers; make street and precinct changes based on information from other agencies or departments; change voters to correct precinct; verify petitions using the optical disc signature retrieval program.
  • Provide support to election processes and procedures; recruit, train and direct the work of precinct poll workers; visit prospective polling places to determine desirability of locations and ensure compliance with ADA requirements; organize and direct the work of temporary staff in assembling and distributing precinct materials and supplies; update training materials.
  • Ensure the provision of adequate supplies and materials; maintain supply inventory; assure prompt delivery of ballot containers; assure adequacy and proper operation of voting equipment; make emergency pick-up or delivery of voting supplies.
  • Submit documents or reports to other agencies; create and maintain National Voter Registration Act records for reporting to the State and Federal government; sort, mail out and process out-of-county notices to appropriate counties; enter data and generate reports.
  • Proofread Sample and Official Ballot materials and make corrections as needed.
  • Assist candidates, officeholders and voters with questions and elections information.
  • Process election cost invoices and claims for payment; balance and deposit revenue; collect candidate and district election fees.
  • Collect and summarize election cost data; calculate and prepare billing for election services. 

When assigned to Clerk-Recorder Division:

  • Provide customer service over the phone and in person at the recording,
    clerk and copy counters; perform cashiering services; certify and copy vital records, maps and other documents.
  • Receive, review, verify and enter data on a variety of legal documents and records including marriage licenses, birth certificates, death certificates, passports, certificates of notary, notices of determination and fictitious business names; verify identity of applicant; determine appropriate categories of action to be initiated based upon the content of the documents and applicable laws and regulations; record real property documents; apply the County seal to all applications.
  • Review legal documents to determine if the documents meet recording requirements.
  • Respond to questions from the public regarding actions taken as a result of legal documents; explain the application of the Government Code, or other statutes and regulations specifying actions to be taken as a result of the information provided; prepare correspondence to answer questions regarding actions taken based on information in the documents.
  • Enter information into a computer system to initiate actions based on documents received and analyzed; apply proper codes for transactions.
  • Copy documents from microfiche; distribute to appropriate personnel for processing.
  • Copy, prepare and scan records and documents; make CD’s of scanned documents; roll film for documents and maps that have been recorded.
  • Maintain logs, files and statistical information pertaining to documents processed.

MINIMUM QUALIFICATIONS

Experience and Training
Any combination of experience and training would likely provide the required knowledge and abilities are qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience: Three years of increasingly responsible clerical or administrative experience, including one year experience performing duties comparable to that of a Recorder/Elections Technician Journey for Placer County.

Training:
Equivalent to the completion of the twelfth grade.

License or Certificate:
May need to possess a valid driver's license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Basic office methods and equipment including computer systems.
  • Basic principles and procedures of record keeping and filing.
  • Principles and practices of customer service.
  • Proper telephone etiquette.
  • Basic mathematic skills.
  • English usage, spelling, grammar and punctuation.
  • Operations, services and activities of assigned program area within the County Clerk-Recorder/Elections office.
  • Office methods and equipment including computer systems and specialized software applications or programs.
  • Principles and procedures of record keeping and filing in specific program area.
  • Pertinent Federal, State and local laws, codes and regulations.

In addition to the above:

When assigned to Elections Division:

  • Organization and operating details of the County Elections Division.
  • Statutes and ordinances governing election procedures including California Election Code and other codes and statutes related to voter registration, absentee voting and canvassing procedures.
  • Principles of the National Voter Registration Act.
  • Specialized computer programs utilized in the election process.
  • Methods and techniques of training precinct and poll workers.
  • Methods and techniques of reviewing and examining documents to determine appropriate action to be taken based upon the requirements of applicable codes, statutes and regulations.

When assigned to Clerk-Recorder Division:

  • Organization and operating details of the County Clerk Recorder’s Division.
  • Legal requirements for processing, recording and filing official documents including birth and death certificates, marriage licenses, fictitious business names, passports, and related documents.
  • Legal descriptions pertaining to vital statistics, property transfers or descriptions of real property.
  • Applicable sections of the Government Codes and rules and regulations pertaining to the transactions required by documents processed.

Ability to:

  • Perform general clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
  • Identify and interpret technical and numerical information.
  • Understand the various documents to be processed and analyzed.
  • Examine and verify check records, documents and data.
  • Respond to requests and inquiries from the general public.
  • Maintain security and confidentiality of restricted information.
  • Type or enter data at a speed necessary for successful job performance.
  • Perform routine mathematical calculations.
  • Operate office equipment including computers and supporting software applications.
  • Understand and follow oral and written instructions.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Pertinent Federal, State and local laws, codes and regulations.
  • Review and examine documents to determine the appropriate actions to be taken based upon the requirements of applicable codes, statutes and regulations.
  • Utilize specialized computer programs utilized in the election process.
  • Retrieve, store and remove information in a wide variety of manual and automated filing systems.

In addition to the above:

When assigned to Elections Division:

  • Respond to general questions from the public with respect to election processes.
  • Operate optical and bar code scanners.
  • Sort and file election documents in compliance with mandated standards.
  • Monitor and order election materials and supplies.
  • Operate elections equipment and materials.
  • Understand the organization and operating details of the County Elections Division.
  • Apply statutes and ordinances governing election procedures including California Election Code and other codes and statutes related to voter registration, absentee voting and canvassing procedures.
  • Train precinct and poll workers.
  • Understand, interpret and apply provisions of the California Elections Code to specific situations.
  • Understand, interpret and explain election codes and procedures to the public.
  • Understand, interpret and apply provisions of the California Elections Code to specific situations.
  • Organize and coordinate the work of temporary precinct and poll workers.

When assigned to Clerk-Recorder Division:

  • Prepare letters and correspondence.
  • Ensure identification of applicants.
  • Research discrepancies in applications.
  • Read and understand manuals related to recording processing requirements.
  • Operate microfilm cameras, various scanners and related equipment.
  • Process, record and file official documents including birth and death certificates, marriage licenses, fictitious business names, passports, and related documents.
  • Process and record a large volume of documents with a high degree of accuracy.
  • Perform the full range of general and specialized clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
  • Review and examine documents to determine the appropriate actions to be taken based upon the requirements of applicable codes, statutes and regulations.
  • Retrieve, store and remove information in a wide variety of manual and automated filing systems.
  • Interpret and apply Federal, State and local laws, codes and regulations.
  • Process and record a large volume of documents with a high degree of accuracy.
  • Review various legal documents to determine appropriate processing.

CLASS: 12562; EST: 6/1/2002; REV: 1/1/2004;