Elections Clerk

Posting number: 00597

Department: NO CLUSTER

Division: ELECTIONS

Job classification: ELECTIONS CLERK

Posting type: Open & Promotional

Categories: Administrative Assistant, Clerical & Data Entry, Customer Service, Elections, Office and Administrative Support

Summary

The purpose of this position is to provide receptionist and clerical support within the guidelines of department standard operating procedures, instructions from the supervisor, and County policies and procedures.

Examples of duties

• Checks forms, records, reports, applications and data input documents for accuracy, completion and conformance with established procedures and rules. Makes follow-ups requiring some independent judgment to secure required or additional information. Inserts and extracts materials from subject matter files. Classifies material by nature of subject matter or prepares new files as needed. Keeps records and prepares statistical and other types of reports in accordance with predetermined forms and procedures. Updates information in files. Operates standard office equipment.
• Assists the public by referring them to sources of information, giving out standard forms and explaining how to complete them, answering requests for information by consulting various available sources, and explaining standard departmental policies and procedures. Acts as a resource for other employees on materials in files and records maintained or processed.
• Relieves technical staff or administrator of more routine office details, including making appointments, reserving meeting rooms, ordering office supplies, answering routine requests for information by enclosing materials or composing routine letters on factual subjects, and collating or extracting information from files and other readily available sources which require knowledge of departmental operations and rules. Collects, opens, stamps, sorts and distributes interoffice and U.S. mail. Determines postage on outgoing mail. Maintains and balances records of postage. Operates a postage meter. Collects supplies and other materials from County offices and deliver to designated locations on foot and in light vehicles; lists checks received in mail, identifies location of employees for sorting and delivery of mail; registers mail and returns receipts to originating office; pulls files, returns folders to files, maintains simple records on files; wraps packages, weighs items; performs a variety of errands and delivery of computer printouts, parts, lab specimens, and documents; map shelf supplies in storeroom; may assist with inventory of equipment and supplies; may move office equipment as required.
• May provide initial orientation and training to new employees, may be assigned to review the work of other employees. May provide vacation and other temporary relief for supervisor or other classes as required. Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures; receives and reviews various documentation; reviews, completes, processes, forwards, or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
• Conducts state, local, county, and municipal elections following rules and regulations from the State Board of Elections. Performs voter registrations from various sources like DDS, online, mail and in person verify information provided and registering them to vote. Receives absentee ballot requests, verifying their information, writing letters if needed, then issuing and mailing their ballots to them.
• Keeps a balance of the ballots received and run a report each day with totals to show the balancing with the credits shown in the system.
• Collects the payroll sheets from all the workers, verifies the hours they show as having worked, adds the hours together for the grand totals. Sends them to supervisor where they are entered into the payroll system.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Communicates with County City officials, supervisor, other employees, clients, third party service contractors, laborers, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Qualifications

Education and Experience:

Requires a High School diploma or equivalent and related experience, or equivalent combination of education and experience.

Licenses or Certifications:

None.

Special Requirements:

None.

Supplemental information

Knowledge, Skills and Abilities:

• Knowledge of local government operations, Human Resource related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the HR budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.

PHYSICAL DEMANDS

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

Henry County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities to perform the primary job functions described in this job description. Henry County encourages both prospective and current employees to discuss potential accommodations with the employer. Henry County will comply with all applicable federal regulations and Henry County's insurance requirements governing workplace anti-drug and alcohol programs. Henry County employees shall be subject to the provisions of the Drug-Free Workplace Act of 1988.