To assist the County Clerk-Recorder of Voters in managing and directing the overall operations and activities of the Department, including the Elections and Recorder Divisions; to plan, organize, direct and manage the activities of the County Clerk, Administration and Technology Divisions within the Department and the microfilming or digital imaging of records for other County departments; to assume the responsibility of the County Clerk-Recorder/Registrar of Voters in his/her absence; and to 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 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 management, supervisory, technical and clerical personnel.
EXAMPLES OF ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:
Assist the County Clerk-Recorder-Registrar of Voters in managing the overall operations of the Department; make administrative decisions pertaining to the Department and its Divisions.
Assist in developing Department goals and objectives; assist in the development and implementation of policies and procedures.
Plan, organize and manage the County Clerk Division activities, including the processing, issuance, recording and indexing of documents and collection and reporting of fees for licenses, passports, vital records and other copies and filings.
Oversee information technology and security planning for the Department.
Direct the microfilming or digital imaging of records for the Clerk-Recorder and County departments and the archival preservation of Clerk-Recorder records.
Direct and assist in the preparation of the budgets for the Department, assist in budget implementation; participate in the forecast of funds needed for staffing, equipment, materials and supplies; prepare narrative and performance information for the Department; monitor revenues and expenditures and relevant workload and fiscal trends.
Direct and coordinate the personnel administration activities of the Department, which include, but are not limited to assistance with conducting Division Heads' personnel evaluations, departmental recruitment, and disciplinary activities; preparation of necessary documentation and correspondence; and acting as the Department's liaison with the Personnel Department.
Oversee the Department’s administrative activities, including expenditure and revenue accounting, purchasing, and payroll in order to ensure efficient and effective support to operations and compliance with County policy and procedures.
Advise Division staff and the public regarding governmental codes and special problems pertaining to the filing, issuance and use of Department records.
Recommend the appointment of personnel; provide or coordinate staff training; conduct performance evaluations; assist in implementing discipline procedures as requested; maintain discipline and high standards necessary for the efficient and professional operation of the Department.
Build and maintain positive working relationships with co-workers and other County employees and departments; title companies, special districts, school districts, City Clerks and the public using principles of good customer service.
Attend meetings and represent the County Clerk-Recorder-Registrar of Voters before a variety of individuals or groups inside the County as necessary; represent the Department to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary.
Serve as Chief Deputy Commissioner of Civil Marriages.
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, administrative or managerial experience in support of an elected official or a high level administrator, including two years of supervisory responsibility; preferably in a County Clerk, Recorders, or Elections Office.
Training: Equivalent to a Bachelor's degree from an accredited college or university with major course work in business administration, 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
The functions and procedures of the Clerk-Recorders and Elections Division.
Principles and practices of public administration.
Principles and practices of leadership, motivation team building and conflict resolution.
Principles and practices of policy development and implementation.
Pertinent County, local, State and Federal laws, government codes, regulations and laws.
Modern office procedures, methods and computer equipment.
Budgeting procedures and techniques.
Information technology planning and security principles.
Microfilming and digital imaging equipment and procedures, principles of records management, and requirements for archival record preservation.
Internal controls and accounting principles and procedures.
Principles and practices of organization analysis and management.
Principles and practices of supervision, training and personnel management.
Principles and practices of business correspondence and report writing.
Assist the County Clerk-Recorder-Registrar of Voters to organize, direct and implement various policies and programs within the Department.
Organize and direct the operations of the County Clerk and Administration and Technology Divisions.
On a continuous basis, analyze budgets and technical reports; interpret and evaluate staff reports; identify and analyze problems; suggest alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Evaluate staffing needs, know laws, regulations and codes; observe performance and evaluate staff; problem solve Department related issues; remember various rules; and explain and interpret policy.
Maintain confidentiality in the performance of duties.
Communicate effectively, both orally and in writing.
Prepare and monitor Department budgets.
Supervise, train and evaluate personnel.
Interpret and explain County and Department policies and procedures.
On a continuous basis, sit at a 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.
Work with various cultural, demographic, community and ethnic groups in a tactful and effective manner.
Gain cooperation through discussion and persuasion.
Establish and maintain effective working relationships with those contacted in the course of work.