Elections and Records Deputy

Location: Livingston, MT
Posted: 02/01/2024
Description:

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I.          POSITION IDENTIFICATION

           

Work Unit:  Clerk and Recorder’s Office

Current Classification:

Pay Grade:     6                                                     Title:  Elections and Records Deputy

Non-Exempt Pay scale   $17.50 - $19.62               

Supervisor:    Park County Clerk and Recorder / Election Administrator / Surveyor

 

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II.         ASSIGNED DUTIES AND TASKS

 

Position Overview: Deputy Clerk & Recorder possesses the powers and may perform the duties attached by law to the office of his principal.

This is a full time position that is located in the office of the Clerk and Recorder / Election Administrator and is responsible for assisting with the organization and management of Federal, State and County elections in accordance with Montana State Law. Providing assistance to the general public, collecting and receipting fees received, conducting research, receiving and processing documents and a variety of other duties related to office operations.  

In addition to regular business hours of Monday – Friday from 8 am – 5 pm, there are additional hours required during specific election cycles and on election day.

This position will establish and maintain effective working relationships with a wide variety of individuals, groups and organizations.

Each essential function listed below makes up a portion of the job, and all other functions are included in “Other Duties as Assigned”. Duties of the position are not all inclusive and subject to change.

 

ESSENTIAL FUNCTIONS

1)    Reviews and interprets complex Montana election laws, regulations and policies that pertain to Federal, State and County election procedure.

2)    Operates Montana statewide voter database and maintains voter records.

3)    Assists in approval and verification of petitions in accordance with statutory requirements.

4)    Provides customer service in professional manner.

5)    Schedules and prioritizes work to meet constant and changing deadlines.

6)    During an election cycle, assists in preparation of election equipment, supplies, testing of tabulator(s) and marking devices, and ballot proofing.

7)    Reviews and interprets Montana laws relating to subdivisions, record requirements and property transfers.

8)    Processing and indexing of various legal documents, land records, surveys and plats. 

9)    Records and files information to ensure accuracy of records retrieval, preservation and compliance with document recording procedures, rules and laws.

10)  Issues certified copies of birth and death records and other documents upon request according to established rules, regulations, and procedures. Verifies identification of requestors in accordance with administrative rules and certification requirements, collects applicable fees, and issues documents and receipts.

11)  Provides assistance to telephone callers and walk-in visitors by responding to a wide variety of general and specific inquiries, interpreting information needs, locating applicable resources, or connecting them with the appropriate staff member or offices.  Conducts research as needed to effectively respond to inquiries.

 

OTHER DUTIES AS ASSIGNED

Performs a variety of other duties as assigned by the Clerk and Recorder / Election Administrator. This includes participating in special projects, filling in for other employees, participating in ongoing trainings and continuing education.  

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III.       KNOWLEDGE

This position requires knowledge or the ability to learn, retain and understand Federal, State and County election laws, rules, and procedures; modern office procedures and equipment; data processing, policies and operations as applied to elections; operations and functions of county government; reading and interpreting legal descriptions and documentation; records management; research methods; customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively both verbally and in writing.

 

Education and Experience: The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school (HiSet or GED) plus three (3) years job-related work experience.  Experience working directly with the public, experience in Federal, State and or County elections processes.  Must have the ability to multi task while providing good service to customers. Basic knowledge of general office equipment such copiers, printers, scanners, phones, fax, and credit card machines is necessary. Demonstrate skills with computer software applications, Word, Excel and other Microsoft products, data entry, proficient 10 key operation, typing accuracy and minimum speed of 25 wpm. Penmanship skills are required for this position.

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IV.      ACCOUNTABILITY

 

The individual in this position must be able to learn, retain and understand Montana election law.  The election laws, regulations and processes are to be followed.

This position also makes decisions regarding the overall acceptability of legal documents and records received and provided by the County in accordance with varied regulations and requirements.  Standardized recording practices and procedures, guidelines, and methods are in place to ensure compliance with statutes, rules, requirements and laws.

 

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V.        CONFIDENTIALLY

This position requires the handling confidential information.  The person in this position must acknowledge the confidential nature of non-public information in regards to voter information and vital records. Consistent with applicable policy and guidelines, this position will respect and safeguard confidential nature of information in accordance with Montana State Law.

By signing this Position Description, the undersigned hereby acknowledges reading and understanding this section regarding confidentiality and agrees to abide by the terms and conditions set forth herein.  Violation of confidentiality may warrant disciplinary action, up to and including, suspension, demotion or termination of employment.

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VI.       INDEPENDENCE OF ACTION

Must work independently with minimal supervision and perform a variety of duties requiring good judgement and problem solving skills. This position works within established reception
and customer service techniques; documentation and records management guidelines and
Clerk and Recorder / Election Administrator guidelines and policies.

Will work to develop and recommend new processes and procedures in the office identifying inefficiencies, etc. Work objectives and priorities are defined by the Park County Clerk and Recorder / Election Administrator.

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VII.      WORK ENVIRONMENT / PHYSICAL DEMANDS

                                                                             

Work primarily performed in a normal office environment, involving physical demands associated with working on a computer and a scanner, communicating over the phone. This role requires interaction with the public and includes walking, stooping and reaching overhead. Occasional lifting and moving boxes, election equipment and supply cases weighing up to 50 lbs. Assists in precinct layout and set up of tables and chairs at the polling place. Prepares election supplies for the polls.

 

Working overtime leading up to and on election day as scheduled is required. The election day schedule usually begins at 5:30 a.m. and can end at midnight or later.

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions listed. The noise level in the work environment is usually moderate.

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