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.
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.
Receives direction from higher-level management or supervisory staff.
Duties may include, but are not limited to, the following:
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Perform general and specialized clerical duties related to assigned functional area; compile data; summarize and maintain a variety of reports, records, lists and files.
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Process and verify a variety of documents including complex general and legal correspondence, memos and statistical charts.
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Serve as a resource to the general public; provide answers and information regarding processes and procedures for assigned specialty area.
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Sort and file legal and general documents and records; maintain alphabetical, index and cross-reference files.
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Operate standard office equipment including personal computers and supporting word processing, spreadsheet or database programs.
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Provide and maintain quality customer service relationships with co-workers, other County employees and the general public.
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Perform related duties as assigned.
In addition to the above:
When assigned to Elections Division:
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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.
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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.
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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.
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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.
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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.
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Proofread Sample and Official Ballot materials and make corrections as needed.
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Assist candidates, officeholders and voters with questions and elections information.
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Process election cost invoices and claims for payment; balance and deposit revenue; collect candidate and district election fees.
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Collect and summarize election cost data; calculate and prepare billing for election services.
When assigned to Clerk-Recorder Division:
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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.
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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.
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Review legal documents to determine if the documents meet recording requirements.
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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.
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Enter information into a computer system to initiate actions based on documents received and analyzed; apply proper codes for transactions.
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Copy documents from microfiche; distribute to appropriate personnel for processing.
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Copy, prepare and scan records and documents; make CD’s of scanned documents; roll film for documents and maps that have been recorded.
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Maintain logs, files and statistical information pertaining to documents processed.
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.
Required 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 of:
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Basic office methods and equipment including computer systems.
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Basic principles and procedures of record keeping and filing.
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Principles and practices of customer service.
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Proper telephone etiquette.
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Basic mathematic skills.
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English usage, spelling, grammar and punctuation.
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Operations, services and activities of assigned program area within the County Clerk-Recorder/Elections office.
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Office methods and equipment including computer systems and specialized software applications or programs.
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Principles and procedures of record keeping and filing in specific program area.
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Pertinent Federal, State and local laws, codes and regulations.
In addition to the above:
When assigned to Elections Division:
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Organization and operating details of the County Elections Division.
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Statutes and ordinances governing election procedures including California Election Code and other codes and statutes related to voter registration, absentee voting and canvassing procedures.
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Principles of the National Voter Registration Act.
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Specialized computer programs utilized in the election process.
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Methods and techniques of training precinct and poll workers.
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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:
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Organization and operating details of the County Clerk Recorder’s Division.
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Legal requirements for processing, recording and filing official documents including birth and death certificates, marriage licenses, fictitious business names, passports, and related documents.
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Legal descriptions pertaining to vital statistics, property transfers or descriptions of real property.
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Applicable sections of the Government Codes and rules and regulations pertaining to the transactions required by documents processed.
Ability to:
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Perform general clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
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Identify and interpret technical and numerical information.
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Understand the various documents to be processed and analyzed.
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Examine and verify check records, documents and data.
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Respond to requests and inquiries from the general public.
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Maintain security and confidentiality of restricted information.
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Type or enter data at a speed necessary for successful job performance.
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Perform routine mathematical calculations.
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Operate office equipment including computers and supporting software applications.
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Understand and follow oral and written instructions.
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Communicate clearly and concisely, both orally and in writing.
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Establish and maintain effective working relationships with those contacted in the course of work.
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Pertinent Federal, State and local laws, codes and regulations.
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Review and examine documents to determine the appropriate actions to be taken based upon the requirements of applicable codes, statutes and regulations.
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Utilize specialized computer programs utilized in the election process.
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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:
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Respond to general questions from the public with respect to election processes.
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Operate optical and bar code scanners.
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Sort and file election documents in compliance with mandated standards.
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Monitor and order election materials and supplies.
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Operate elections equipment and materials.
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Understand the organization and operating details of the County Elections Division.
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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.
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Train precinct and poll workers.
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Understand, interpret and apply provisions of the California Elections Code to specific situations.
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Understand, interpret and explain election codes and procedures to the public.
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Understand, interpret and apply provisions of the California Elections Code to specific situations.
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Organize and coordinate the work of temporary precinct and poll workers.
When assigned to Clerk-Recorder Division:
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Prepare letters and correspondence.
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Ensure identification of applicants.
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Research discrepancies in applications.
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Read and understand manuals related to recording processing requirements.
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Operate microfilm cameras, various scanners and related equipment.
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Process, record and file official documents including birth and death certificates, marriage licenses, fictitious business names, passports, and related documents.
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Process and record a large volume of documents with a high degree of accuracy.
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Perform the full range of general and specialized clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
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Review and examine documents to determine the appropriate actions to be taken based upon the requirements of applicable codes, statutes and regulations.
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Retrieve, store and remove information in a wide variety of manual and automated filing systems.
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Interpret and apply Federal, State and local laws, codes and regulations.
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Process and record a large volume of documents with a high degree of accuracy.
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Review various legal documents to determine appropriate processing.