To plan, organize, direct and manage the activities of the Elections and Recorder Divisions within the County Clerk-Recorder/Elections Department including planning, organizing, reporting and conducting all elections held within the County consistent with applicable Federal and State legislation and administrative procedures; manage the legal recording of all land transactions and other recordable documents within the County; and to assist with the overall administration and operations of the Department and provide highly complex staff assistance to the County Clerk-Recorder/Registrar of Voters.
The Assistant Director level recognizes positions that serve as full line assistant to a department director or assume responsibility for a major division and, in addition, perform general administrative tasks for a director.
SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the County Clerk-Recorder/Registrar of Voters.
Exercises direct supervision over clerical, technical, supervisory, and Division management personnel.
EXAMPLES OF ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:
Assist with the overall administration and operations of the Department.
Develop and implement Departmental and Divisional goals, objectives, policies and procedures.
Plan, organize and manage Elections Division activities including planning, organizing, reporting and conducting elections.
Plan, organize and manage Recorder Division activities, including the processing of documents and collection and reporting of fees for recording, indexing and microfilming; conduct administrative review of fees and revenue structures.
Direct, oversee and participate in the development of the Elections and Recorder Division work plans; assure that work activities, projects and programs are assigned; monitor work flow; review and evaluate work products, methods and procedures.
Prepare the Elections and Recorder Division budgets; assist in budget implementation; participate in the forecast of funds needed for staffing, equipment, materials and supplies; administer the approved budgets.
Review cost accounting and analysis to ensure County receives reimbursement for election and other services provided.
Advise Division staff and the public regarding governmental codes and special problems pertaining to voter registration, candidate filing and conduct of elections, and the filing or recording of documents and use of records.
Recommend the appointment of personnel; provide or coordinate staff training; conduct performance evaluations; recommend discipline; implement discipline procedures as directed; maintain discipline and high standards necessary for the efficient and professional operation of the Divisions.
Work with various jurisdictions in developing election schedules, defining duties of staff and coordinating election functions.
Build and maintain positive working relationships with co-workers, other County employees and departments, other public agencies, volunteers, and the general public using principles of good customer service.
Represent the Divisions to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary.
Research and prepare technical and administrative reports; prepare written correspondence.
Perform related duties as assigned.
Experience and Training Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Experience: Six years of increasingly responsible experience in elections and/or recording administration, including two years of supervisory responsibility.
Training: Equivalent to a Bachelor's degree from an accredited college or university with major course work in business or public administration or a related field.
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
Principles and practices of public administration.
Principles and practices of elections management.
Principles and practices of leadership, motivation, team building and conflict resolution.
Principles and practices of official filing, recording and issuance of legal documents and property transfers, including title search techniques.
County, city, school and special district organization and of Federal and State elected offices.
Pertinent local, State and Federal rules, regulations and laws specifically including recording and indexing requirements in the Government Code and election law in the Election, Penal, Education, Water, Public Resources and Government Codes, the National Voter Registration Act and the Help America Vote Act.
Modern office procedures, methods and computer equipment.
Principles and practices of policy development and implementation.
Principles and practices of organizational analysis and management.
Budgeting and accounting procedures and techniques.
Principles and practices of computer systems and software.
Principles and practices of business correspondence and report writing.
Principles and practices of supervision, training and personnel management.
Organize and direct both the Elections and Recorder Divisions operations.
On a continuous basis, analyze legislation, budgets and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; observe performance and evaluate staff; problem solve Division related issues; remember various rules; and explain and interpret policy.
On a continuous basis, sit at desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and communicate through written means.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Gain cooperation through discussion and persuasion.
Interpret and apply County, Department and Division policies, procedures, rules and regulations.
Prepare and administer a budget.
Supervise, train and evaluate personnel.
Work with various cultural, demographic, community and ethnic groups in a tactful and effective manner.
Establish and maintain effective working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.