Deputy City Clerk (Elections-Licensing-Passports)

The City of Bloomington is seeking an individual to lead the elections, business licensing and passports team within the City Clerk's Office. This leadership role is responsible for fostering a collaborative environment that prioritizes excellent customer service, continual process improvements and adherence to all federal, state and city laws.

CITY VALUES & EXPECTATIONS

• Develops, supports, and models a positive and productive workplace culture based on respect, dignity, honesty, and integrity. Allows staff to grow and succeed by providing opportunities for increased responsibility and creating a positive work culture
• Supports and advances organizational development efforts such as developing a high performing organization, employee engagement, workforce development, inclusion and equity, and performance measurement efforts
• Works cooperatively with others; develops and maintains respectful and effective working relationships with diverse coworkers and community members; consistently brings a high level of self-awareness and empathy to all personal interactions
• Proactively resolves conflicts and misunderstandings in order to ensure a respectful and inclusive workplace
• Seeks to understand the legacy of structural racism, and its impact on employees and the residents we serve; identifies any implications and adverse equity impacts when developing or reviewing policies, projects, activities and interactions with stakeholders
• Embraces the City's shared values and contributes towards accomplishing the City's vision and goals by being creative, innovative, continuously learning, and communicating clearly

Elections

• Coordinates and assists in all aspects of the administration of elections as a Certified Election Administrator.
• Represents the City in election meetings with other cities, Hennepin County, and the Secretary of State's Office.
• Develops and creates training presentations and resources for seasonal election staff and election judges.
• In coordination with the City Clerk, trains seasonal election staff.
• Coordinates hiring process and scheduling of seasonal election judges, ensuring compliance with state law.
• Manages polling place relationships, schedules, and logistics.
• Administers the absentee and early voting process.
• Publishes required legal notices.
• Manages healthcare facility voting and other off-site early voting services.
• Provides voter education and outreach services through activities such as developing relationships with community organizations, attending community events, and creating voter education and outreach materials.
• Accepts campaign finance and economic interest filings and manages records.
• Maintains up-to-date knowledge of election law changes and updates City operations to ensure compliance.

Business Licensing

• Manages the City's business licensing program by ensuring licensing staff have the appropriate training and resources to issue and renew business licenses and answer licensing inquiries.
• Develops and updates new and existing licensing ordinances.
• Monitors changes in state licensing laws to ensure City ordinances and processes are in compliance.
• Facilitates process improvement discussions amongst staff from various departments.
• Provides backup coverage of front counter customer service and with the issuance of various City licenses.

Passports

• Serves as the City's passport acceptance manager and maintains passport acceptance agent certification.
• Coordinates all aspects of the passport acceptance facility program, ensuring compliance with federal regulations.
• Assists front counter staff with accepting and processing passport applications according to State Department standards.
• Monitors passport fee income to ensure consistency with the annual budget.

Cemetery

• Manages city cemetery operations relating to lot sales, arranging interments, and responding to customer inquiries.
• Participates in long-range cemetery planning and preparation of the annual budget.
• Manages cemetery records.

Other Job Duties

• Communicates effectively, both orally and in writing, with the general public, public officials, and employees at all levels of the organization.
• Attends City Council meetings as needed to provide presentations and information about elections, business licensing, passport services and cemetery operations.
• Manages City Clerk's Office counter coverage and scheduling.
• Responds to inquiries, complaints, and requests from businesses, citizens, and other public entities.
• Assists the City Clerk with the preparation and administration of budgets, programs, and special projects.
• Assists the Legal Department in codifying and maintaining City Code.
• Notifies the Secretary of State's Office of charter amendments and special law certifications.
• Other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED

• Knowledge of all statutory, City Charter, and City ordinance requirements and procedures related to elections, business licensing, passports, and cemetery management.
• In-depth knowledge of federal, state, and city election laws, regulations, and processes.
• Ability to complete work assignments consistently, timely, and accurately with little direct supervision.
• Ability to communicate effectively and tactfully with the City Council, City staff, and the general public.
• Ability to provide excellent customer service, frequently in a fast-paced, hectic environment.
• Ability to verbally de-escalate tense conversations with members of the public.
• Ability to continually analyze operations and collaborate with other employees to improve processes and services.
• Ability to effectively lead a team that communicates, plans, and shares responsibilities to meet City goals.
• Experience with policy and procedure development.
• Ability to prioritize workload appropriately.
• Ability to analyze information and apply laws and regulations.
• Ability to establish and maintain effective working relationships.
• Excellent interpersonal and organizational skills.
• Excellent oral and written communication skills.

MINIMUM QUALIFICATIONS

• Must have one of the following:
  • Bachelor's Degree in public administration, political science, business administration or a related field, or
  • Minnesota Certified Municipal Clerk (MCMC) or Certified Municipal Clerk (CMC) AND five years of experience in elections or business licensing.
• Three years of experience in elections management or business licensing.
• Proficient in Microsoft Office Suite and readily learn various software applications.
• Certified passport agent, or ability to obtain within first six (6) months of employment (Please note: this certification requires US citizenship or non-citizen US national status).
• General knowledge of municipal government operations.
• Valid driver's license.

DESIRABLE QUALIFICATIONS

• Advanced degree in business or public administration, political science, or a related field.
• Experience using the Minnesota Statewide Voter Registration System in a City Clerk/administrator role.
• Experience supervising staff.
• Experience with preparing and presenting training.
• Experience processing business licenses.
• Experience developing and monitoring a budget.
• Experience preparing presentations, memos, or summaries for governing bodies or advisory commissions/committees.
• Ability to speak a second language, in addition to English, that has a recognized presence in the community. (Spanish, Somali, Vietnamese, Chinese Mandarin, Cambodian, etc.)

SUPERVISION OF OTHERS

This position supervises the License Examiner, Elections/Passport Specialist, Licensing/Passport Specialists and, in coordination with the City Clerk, seasonal election staff and election judges.

CONDITIONS OF EMPLOYMENT:

• Must obtain and maintain certification from Hennepin County as an election administrator.
• Must annually renew and maintain passport credentials with the U.S. Department of State.

Anticipated Hiring Range: $85,178 - $113,556 Annually

2023 Full Salary Range: $85,178 - $113,556 Annually

Full-Time; Non-Exempt; Non-Union; Benefits Eligible

The City of Bloomington is an Equal Opportunity Employer and is committed to creating a diverse workforce that reflects the community we serve. Applicants who are black, indigenous or persons of color are encouraged to apply. We also encourage women, veterans, members of the LGBTQIA community, and individuals with disabilities to apply.