Position is Open to the Public and Internal Applicants, however, current County employees within the AFSCME Bargaining Unit will receive preference POSITION : Chief Deputy
DEPARTMENT : County Clerk
UNION : AFSCME
FLSA : Exempt (Salaried/No Overtime)
HOURS ; 40 Hours/Week; Generally Mon-Fri 8a-5p
WAGE : $39,757 - $49,679 Annually
(New Hires Start at $39,757. Current County employee paid in accordance with the County Compensation policy.)
Testing Requirements : All applicants under consideration must have a passing score on the County Written Test, Microsoft Word, and Microsoft Excel. All testing will be by invitation only.
GENERAL SUMMARY Primary function of the job is to manage elections, provide services to the County Commission as requested, provide services to the Circuit Court in cooperation with the Deputy Director to the County Clerk, and perform a variety of complex clerical operations requiring specialized clerical knowledge of Michigan Law, Michigan Administrative Rules, and Vital Statistic requirements.
Employees must meet the minimum requirements, conditions of employment, and be able to perform successfully all essential duties and responsibilities with or without reasonable accommodations. This position may require irregular hours. This position may also require travel by the employee in the employee's own vehicle. May be required to work on-call in an emergency
Examples of Duties:
PRIMARY DUTIES AND RESPONSIBILITIES (may include but are not limited to the following)
- Reviews work of staff for conformance to laws and office policy. · Supervises staff in both County Clerk and Circuit Court Records.
- Trains new employees and cross trains present employees. · Keeps staff informed of new laws or changes in policy. · Analyzes office procedures and systems and devises and implements modifications subject to approval of the County Clerk. · Determines vital records, reports and correspondence are correctly prepared and filed. · Researches questions of law. · Files reports accurately and timely to the State. · Prepares supply kits for each election under the control of County Clerk's Office. · Obtains bids and orders capital expenditures for vital statistics, Circuit Court Records, and elections. · Organizes and maintains continuous records of each appointment of County Board; researches laws and updates according to changes in law; notifies Board of Commissioners of expiration dates. · Receives Freedom of Information requests and determines they are filled in compliance with the law. · Negotiates and devises computer programs in cooperation with IT Department; reviews and updates regularly. · Maintains index of County Board actions and Ways and Means Committee actions. · Analyzes budget detail for preparation of annual budgets of County Clerk, Circuit Court Records, Elections, and Jury Board.
- Organizes and plans curriculum, and implements schools of instruction for election workers as required by law. · Maintains county voter registration file, trains township clerks and checks annually for duplicates and notifies local clerks, and bills the State for branch office voter registrations handled by Clerk's Office. · Organizes and maintains an election manual for staff use.
EDUCATION, FORMAL TRAINING, AND EXPERIENCE (minimum requirements) · Bachelor’s Degree in Public Administration, Business Administration, or a related field. · Prior experience in managing elections and supervising an office preferred.
CERTIFICATIONS, LICENSES (minimum requirements) · Must have valid driver's license and personal vehicle insurance and must maintain eligibility to driver as per the County's Vehicle policy.
CONDITIONS OF EMPLOYMENT (minimum requirements - legal or contractual pre-employment obligations and/or requirements, such as drug testing, background check, etc.) A background check may be required initially and periodically for an individual hired, transferred, reclassified, promoted, or currently working in this job. Appointment to or continued employment in this job is contingent upon a satisfactory background check which may include, but is not limited to: confirmation of a persons’ identity; review of criminal conviction records; verification of educational degree, license, or certificate required for the position; review of Department of Motor Vehicles records; Department of Justice fingerprint scan; and/or drug and alcohol testing as required and allowable by law. A satisfactory background check is defined as the absence of a criminal history record which bears a demonstrable relationship to the applicant's or employee's suitability to perform the required duties and responsibilities of the position.
Work involves gathering and analyzing information to determine the best course of action, based on general guidelines or rules of operations, involving the use of judgment to choose alternatives, many of which may be correct, but one is better than another depending on the situation. Errors at this level could lead to minor inconvenience and consequences that may not be obvious outside the work unit. Errors will have little effect on service to the public and may result in limited financial impact or cost.
PHYSICAL DEMANDS, WORK ENVIRONMENT, AND OTHER REQUIREMENTS · · Work is performed in an office environment
- May be required to reach with hands and arms; sit; stand; talk and hear; use hands to finger, handle, or feel
- May be required to lift/move up to 50 pounds (such as a box of paper)
- May be required to work directly with criminal suspects or prison inmates.
KNOWLEDGE, SKILLS, ABILITIES, COMPETENCIES (minimum requirements)
- Basic knowledge of English grammar, spelling, punctuation, and simple mathematical functions such as addition, subtraction, multiplication, division, percentages, ratios, etc.
- Specialized knowledge of legal, Circuit Court, and Michigan laws, principles, practices, proceedings, and rules.
- Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners, and telephones
- Skill in use of personal computer software, including spreadsheets and word processing
- Skilled in researching and resolving problems in order to ensure compliance
- Interpersonal skills necessary to work courteously and effectively with other employees and the public
- Knowledge of basic supervisory and employee management principles.
- Knowledge of applicable employee rights, protections and avenues of appeal
- Knowledge of applicable policies and procedures governing the hiring, employment and separation of employees
- Skill in assigning, prioritizing, monitoring, and reviewing work assignments
- Skill in mentoring and training employees with varying educational backgrounds and aptitudes
- Skill in anticipating potential personnel issues and taking appropriate action
- Ability to establish and maintain effective working relationships with clerks of city, township, village and election managers of local school districts, staff, County Clerk, County Commission, and Circuit Court Judges
- Ability to understand managerial policies and prioritize the needs of the unit
- Ability to accurately organize and maintain paper documents and electronic files
- Ability to read and interpret State Statutes, Michigan Court rules, and office policies
- Ability to maintain the confidentiality of information and professional boundaries
- Ability to develop, layout and implement clerical procedures and operations from general instructions
- Ability to detect basic errors and make corrections as directed and under established procedures
- Ability to comprehend, process and apply both verbal and written skills appropriate to the job
- Ability to use County resources effectively and efficiently
- Must not have been convicted of a felony or crime that might question the integrity as Clerk of the 13th Circuit Court or as an election leader. Oath of allegiance to U.S. Constitution and State of Michigan Constitution required. Approval of appointment by Chief Judge of Circuit Court required.