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SalarySupervised by: City Clerk
Supervises: Election Administrators
GENERAL SUMMARY:
Under the supervision of the City Clerk, assists in maintaining accurate city files and public records, and administering city-wide elections. Performs the work of the City Clerk as delegated or directed in that official’s absence. Transcribes minutes and performs other secretarial and clerical duties as directed. Performs aspects of elections, such as voter registration, publications, mailings, absentee ballots, election set up and any other duties needed as it pertains to election administration.
ESSENTIAL JOB FUNCTIONS:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
- Assists in conducting elections by preparing election supplies, recruiting poll workers, issuing absentee ballots, setting up voting precincts, monitoring the vote tabulation process, plus monitoring and advising election workers.
- Maintains the Voter Registration file, per the State of Michigan Bureau of Elections by registering new voters, recording changes of address, canceling voters, and maintaining records as prescribed. Provides information to school district for school elections and provides voter list to customers.
- Transcribes minutes of City Commission and other meetings, assuring an accurate representation of events.
- Responsible for the timely posting of all public notices.
- Assists in maintaining updated information on the City website.
- Performs a variety of clerical duties in support of the Clerk’s office such as typing, filing, sorting, photocopying and receptionist duties.
- Attends evening/night meetings (Committee & City Commission), as required, and assumes the duties of the City Clerk, in the Clerk’s absence.
- Performs related work as required.
MINIMUM QUALIFICATIONS:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
Education / Experience: High school diploma or equivalent, with additional vocational training in typing, word processing and office techniques. Experience with Google Workspace and two years as an office assistant or secretary, preferably in a municipal setting, with a background in QVF.
Knowledge: Considerable knowledge of election laws and records management.
Skill: Skill in maintaining and updating records and documents. Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with employees, City Commissioners, voters, and the public; to communicate effectively and present ideas orally and in writing; to oversee and supervise the work of others, when necessary; to operate voting equipment; to maintain attention to detail and work effectively under stress and changes in work priorities; and to record meeting minutes and type 40-60 words per minute.
License / Certifications: Successful completion of the Elections Officials’ Accreditation Program preferred. Established as a notary or have ability to become a notary preferred.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to travel to other locations, reach with hands and arms, stand and walk. The employee must frequently lift and/or move light weight items, and may occasionally lift and/or move items of moderate weight.
The noise level in the work environment is usually quiet and can at times be loud.
Note: This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Persons will follow any other instructions and perform any related duties, as may be required by their manager, supervisor or department head.
