Chief Clerk Elections & Registrations

Summary:

• The Chief Clerk Elections & Registrations is responsible for directing and overseeing the administration of election laws and the voter registration system. Duties include conducting primaries and elections, overseeing district election officials, and providing staff support for Election Board and Registration Commission members.

Essential Duties:

• Supervise clerical staff in the Election Bureau and voting machine maintenance personnel.
• Determine the need for the division, alteration, change, or consolidation of election districts.
• Establish new boundaries and prepare petitions to effect election districts.
• Receive, determine sufficiency of, and maintain records of nominating petitions.
• Schedule and oversee determination of ballot positions.
• Construct ballots and ensure mechanical accommodation of all candidates and positions and conformance to regulatory requirements.
• Schedule and oversee delivery of election supplies to polling places, ensure proper identification and accountability for ballots, voting machines, machine keys, district books.
• Ascertain candidates nominated and elected from totals certified, prepare, sign and seal and distribute certificates of election.
• Supervise the investigation of election fraud, irregularities, and violations of election law, report all suspicious circumstances to the District attorney.
• Review and determine impact of proposed State legislation affecting elections and/or voter registration.
• Plan, assign, and review the work of staff of clerical employees engaged in receiving, recording, and processing various elements of the voter registration and/or election systems.
• Plan, assign, and review the work of trades personnel engaged in maintaining and securing voting machines and related equipment.
• Interview applicants, orient and train new employees, review performance, and handle disciplinary issues.
• Conduct classes and develop written guides of election procedures to instruct newly elected or appointed district officers.
• Construct budget, process purchase requisitions and invoices for payment for supplies and materials and maintain inventory.
• Develop and issue rules and regulations for the guidance of local election officers, machine custodians and voters.
• Develop and implement internal procedures and systems, including forms, to ensure complete records of all office activities.
• Maintain full records of election proceedings and of monies received and expended.
• File and preserve all orders and records pertaining to administration of primary and general elections.
• Receive and have custody of all books, papers, and property related to elections.
• Schedule and prepare legal ads and notices of activities for publication in English & Spanish.
• Identify, secure, and handle contracting for polling places.
• Prepare ballots, public notices, polling place lists, advertisements, and related materials for printing and approve printer's proofs in English & Spanish.
• Create, program & test all components of electronic voting equipment
• Perform related work as required.

Supervisory Responsibilities:

• The Chief Clerk has supervisory responsibility for approximately (9) direct reports.

Qualifications:

• To perform this job successfully, the individual in this position must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills and ability required.

Education/Experience:

• Four year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience.
• Four to five years experience in records or office management work, one year of which includes responsibility for developing and implementing workflow, documentation, or similar procedures.