Placer County

To supervise, plan, assign, review, evaluate and participate in the work of staff responsible for an assigned program area or work unit within the clerk, recorder, or elections functions of the Clerk/Recorder/Elections Office; to ensure work quality and adherence to established policies and procedures; and to perform the more technical and complex tasks relative to assigned areas of responsibility.

The Clerk/Recorder/Elections Supervisor is distinguished from the Clerk/Recorder/Elections Technician-Senior by performance of first-level supervisory duties and responsibilities within an assigned program area or work unit of the Clerk/Recorder/Elections Office.  The Clerk/Recorder/Elections Supervisor class is distinguished from the Clerk/ Recorder/Elections Supervisor-Senior class in that the latter is responsible for serving as a second-level supervisor within a program area and/or assumes substantive and significant programming responsibility within an assigned area of the Clerk/Recorder/Elections Office.

Receives direction from the Clerk/Recorder/Elections Supervisor-Senior, Clerk/Recorder/ Elections Manager, and/or higher level management staff.

Exercises direct supervision over technical and clerical staff.

Duties may include, but are not limited to, the following:

• Plan, prioritize, assign, supervise, evaluate, review and participate in the work of staff responsible for clerk, recording, or elections functions within the Clerk/Recorder/Elections Office.
• Establish schedules and methods within the unit for providing services to customers and stakeholders in assigned functional area; identify resource needs; review needs with appropriate supervisory or management staff; allocate resources accordingly.
• Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures.
• Assist in the implementation of goals and objectives; implement approved policies and procedures.
• Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
• Perform the more technical and complex tasks associated with clerk services, recording, or elections.
• Prepare, maintain, and review memoranda, logs, files, analytical and statistical reports, or other documentation on operations and activities related to clerk services, recording, or elections.
• Attend and participate in group meetings; stay abreast of new trends and innovations in the fields of clerk services, recording, or elections.
• Review and analyze computer generated accounting reports; resolve cashiering errors and reprocess transaction as necessary.
• Review and analyze various documents, records, and filings related to clerk services, recording, or elections and determine appropriate action based on applicable laws and regulations.
•  Monitor filings, registrations, and/or official records to be entered into an automated system; oversee preparation of mail folders for assigned staff to process.
• Research, analyze, and interpret related complex laws, rules, and regulations; and advise staff, management, and customers as to the application to clerk services, recording, or elections.
• Respond to questions from members of the public and/or customers regarding clerk services, recording, or elections; resolve the more difficult or sensitive customer service issues; initiate security procedures when needed.
• Participate in and/or supervise inventory of supplies, equipment, and forms related to clerk services, recording, or elections.
• Operate equipment related to clerk services, recording, or elections, including, but not limited to: scanning machines, ballot sorting and printing equipment, voting equipment, video cameras, and other related equipment.
• Oversee HAVA (Help America Vote Act) Program which includes compliancy with ADA requirements at polling sites.
• Perform related duties as required. 

In addition to the above:

When assigned to Clerk Services:

• Supervise, monitor, and participate in the daily operations and workflow of the Clerk’s Office, including, but not limited to: the filing of fictitious business names; issuance of marriage licenses, birth and death certificates, and other miscellaneous filings; and the collection of fees.
• Supervise, participate in, and train staff in the scanning and verification of Vital Records, Fictitious Business Records, Registrations, Fish and Wildlife Filings, and/or other related documents.
• Supervise, participate in, and train staff to officiate at marriage ceremonies, or deputize members of the public to officiate ceremonies, in accordance with state law.

 
When assigned to Recording:

• Supervise, monitor, and participate in the daily operations and workflow in the Recorder’s Office, including but not limited to: the recording, examination, indexing, scanning, and custody of legal documents, including land titles and records; and the collection of fees.
• Supervise, participate in, and train staff in the indexing and verification of official records and/or other related documents.
• Record and transmit official records to computerized systems on a daily basis; prepare and analyze month-to-date and year-to-date system audits.
• Review and analyze computer-generated indexing reports and make corrections as necessary; enter correct codes for page count, transfer tax, and the number of documents to be indexed; pay out appropriate accounts; and calculate documentary transfer tax.
• Supervise, participate in, and train staff to process passport applications.

When assigned to Elections:

• Supervise, monitor, and participate in the daily operations and workflow of the Office of Elections, including, but not limited to: conducting federal, state, and local elections; conducting voter outreach and registering voters; and providing elections-related services for citizens, candidates, and public officials.
• Supervise, participate in, and train staff to collect precinct information and survey polling locations.
• Ensure the maintenance and administration of registration and elections documents including voter registration affidavits; changes of address; restored, inactive, and canceled registrations; and the removal of invalid registrations.
• Instruct and train temporary and permanent employees in assigned election processes.
• Direct the implementation of candidate workshops and voter outreach programs.
• Develop, compile, and transmit statistical data related to petition verification, voter registration, and the vote by mail program.
• Direct the verification of signatures on election documents and petitions filed; ensure that irregularity in applications for vote by mail ballots are reconciled.
• Participate in the mapping and reapportionment of district lines.
• Supervise staff in sorting, mailing, and processing of out-of-county notices to appropriate counties.
• Assist candidates, officeholders, and voters with questions and elections information.
• Oversee the process of training election board members.
• Supervise the collection of election information and cost data.

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: Four years of increasingly responsible experience performing duties associated with clerk services,  legal recording, and/or elections, with at least one year of lead experience comparable to a Clerk/Recorder/Elections Technician - Senior with Placer County.

Training: Equivalent to the completion of the twelfth grade supplemented by college course work in records management, paralegal services, legal document examination, or a related field.

Knowledge of:

• Operations, services and activities of the clerk, recording, or elections program area.
• Policies and procedures related to clerk services, recording, or elections. 
• Principles of supervision, training and performance evaluation.
• Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.
• Principles and practices of complex record keeping and filing.
• Principles and practices of fiscal, statistical and administrative research and report preparation.
• Proper research and analysis practices.
• Principles and practices of customer service, public relations and phone etiquette.
• Mathematical principles.
• Pertinent Federal, State and local laws, ordinances, rules, codes, and regulations related to clerk services, recording, or elections.  
• Principles and practices of a safe working environment.
• English usage, spelling, grammar and punctuation.
• Associated fees and costs of clerk, recording, or elections services.
• Specialized computer systems and software applications related to clerk services, recording, or elections.

Ability to:

• On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; and lift light weight.
• Supervise, organize and review the work of lower level staff.
• Select, train and evaluate staff.
• Observe, identify and problem solve problems of operational and/or technical policy and procedures.
• Specialized computer systems and applications used in the elections process.     
• Identify and interpret complex technical and numerical information.
• Understand the various documents and filings to be processed and analyzed in assigned area.
• Perform complex and specialized clerical work including maintenance of appropriate records and preparation of reports.
• Retrieve, store and remove information in a wide variety of manual and automated filing systems.
• Maintain security and confidentiality of restricted information.
• Respond to requests and inquiries from the general public.
• Analyze, interpret, explain, and apply pertinent County policies, and procedures, codes, laws, and regulations related to clerk services, recording, or elections.
• Prepare clear and concise reports.
• Perform complex mathematical calculations.
• Operate office equipment including computers and supporting software applications.
• Operate equipment related to clerk services, recording, or elections, including, but not limited to: scanning machines, ballot sorting and printing equipment, voting equipment, video cameras, and other related equipment.
• Plan and organize work to meet changing priorities and deadlines.
• Collect fees associated with clerk, recording, or elections services provided.
• Develop and recommend policies and procedures related to clerk services, recording, or elections.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Act quickly and calmly in emergency situations.
• Analyze situations quickly and objectively and determine proper course of action.
• File and retrieve documents, maps, and other items related to clerk services, recording, or elections.
• Speak in front of groups of people to conduct training, perform marriage ceremonies, or other functions related to clerk services, recording, or elections.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.