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Clerk/Recorder/Elections Technician

4 months ago

Rocklin, United States Placer County California Full time
Introduction

Placer County is comprised of over 1,400 square miles of beautiful and diverse geography, ranging from the residential and commercial areas of South Placer, through the historic foothill areas of Auburn, Foresthill, and Colfax, and to the County's jewel of the North Lake Tahoe basin. Placer is a great place to live, work, play, and learn For more information about Placer County, please visit www.placer.ca.gov.

POSITION INFORMATION

This classification is scheduled to receive a general wage increase of 4% in July 2024.

The mission of the Placer County Clerk-Recorder-Elections Office is to provide courteous, timely and professional recording and elections services to the citizens, businesses and public agencies of the County, with the utmost integrity, transparency, consistency, fairness, legal compliance and cost effectiveness, using the trained and committed staff of the department and technology to advance operations.

The County Clerk-Recorder-Elections Office is comprised of three units: Clerk, Recorder, and Elections. The eligible list established from this recruitment may be used to fill future vacancies in any of these areas, as well as both permanent and extra help/temporary positions.

Typical duties when assigned to the Clerk's Office are to issue birth, death and marriage vital record copies; perform civil marriages, including same sex marriages; and file fictitious business name statements.

Typical duties when assigned to the Recorder's Office are to examine documents for recording requirements, cashier transactions, scan and index documents, and process passport applications.

Typical duties when assigned to the Elections Division are to process voter registration cards; process vote-by-mail requests and official ballots; survey and secure polling locations; recruit and train poll workers; file official candidate paperwork; conduct voter outreach programs; and conduct federal, state, and local elections. Election season typically results in the necessity to work some weekends, evenings, and County-observed holidays. Positions in Elections typically require a valid driver's license.

This recruitment may also be used to fill other permanent or temporary/extra-help* vacancies as they arise.

*Temporary/Extra-help assignments are limited to 28 hours per week with a cap of 999 hours or 960 hours for CalPERS retired annuitants in a fiscal year and are not eligible for benefits. Extra-help appointments made from this eligible list may transition to permanent status, should vacancies arise.

BENEFITS

Placer County offers a comprehensive benefits package to employees. The following information represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view Placer Public Employees Organization (PPEO) benefits.

For more information regarding the benefits Placer County has to offer, please visit Placer County's Human Resources website.

DEFINITION

To perform a wide variety of general clerical and specialized tasks within an assigned program area or work unit of the Clerk-Recorder-Elections Office, as assigned; to serve as a resource for information and assistance to the general public; and to perform other duties relative to assigned area of responsibility.

DISTINGUISHING CHARACTERISTICS

This is the entry level class in the Clerk/Recorder/Elections Technician series. This class is distinguished from the Clerk/ Recorder/Elections Technician Journey by the performance of the more routine tasks and duties assigned to positions within the series. Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level.

Employees work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate supervision from higher level management or supervisory staff.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:
  • Perform general and specialized clerical duties related to assigned functional area; compile data; summarize and maintain a variety of reports, records, lists, and files.
  • Process and verify a variety of documents including general and legal correspondence, memos and statistical reports.
  • Serve as a resource to the general public; provide answers and information regarding processes and procedures for assigned area.
  • Sort and file legal and general documents and records; maintain alphabetical, index, and cross-reference files.
  • Operate standard office equipment including computers and supporting word processing, spreadsheet, or database programs.
  • Provide and maintain quality customer service relationships with co-workers, other County employees, and the general public.
  • Perform related duties as assigned.

In addition to the above:

When assigned to Clerk Services:
  • Participate in the daily operations and workflow of the Clerk's Office including, but not limited to: the filing of fictitious business names; issuance of marriage licenses, birth and death certificates, and other miscellaneous filings; and the collection of fees.
  • Issue certified copies of vital records, maps, and other documents.
  • Participate in the cashiering, indexing, scanning and verification of vital records, fictitious business records, registrations, fish and wildlife filings, and/or other related documents.
  • Officiate and witness marriage ceremonies, or deputize members of the public to officiate ceremonies, in accordance with State law.
  • Receive, review, verify and enter data on a variety of legal documents and records, including marriage licenses, birth certificates, death certificates, certificates of notary, registrations, Fish & Wildlife filings, notices of determination and fictitious business names; verify identity of applicant, determine appropriate categories of action to be initiated based upon the content of the documents and applicable laws and regulations; and apply the County seal to all applications.
  • Copy documents from microfiche; distribute to appropriate personnel for processing.
  • Copy, prepare, and scan records and documents; make CD's of scanned documents; roll film for documents and maps that have been recorded.
  • Maintain logs, files, and statistical information pertaining to documents processed.

When assigned to Recording:
  • Provide customer service over the phone and in person at the recording counters; perform cashiering services.
  • Review legal documents to determine if the documents meet recording requirements.
  • Respond to questions from the public regarding actions taken as a result of legal documents; explain the application of the Government Code or other statutes and regulations specifying actions to be taken as a result of the information provided; prepare correspondence to answer questions regarding actions taken based on information in the documents; process passport applications.
  • Enter information into a computer system to initiate actions based on documents received and analyzed; apply proper codes for transactions.

When assigned to Elections:
  • Compile, maintain and file voter registration documents, materials and logs; update and maintain manuals, indexes, voter registrations and inventory control files; process vote-by-mail voter requests; enter new voter registration cards; change, cancel or remove records; return incomplete voter registration cards.
  • Verify voter materials; review precinct rosters for duplicate voters and changes noted by precinct workers; make street and precinct changes based on information from other agencies or departments; change voters to correct precinct; verify petitions using the Election Management System.
  • Provide support to election processes and procedures; recruit, train, and direct the work of precinct poll workers; visit prospective polling places to determine desirability of locations and ensure compliance with ADA requirements; update training materials.
  • Ensure the provision of adequate supplies and materials; maintain supply inventory; assure prompt delivery of ballot containers; assure adequacy and proper operation of voting equipment; make emergency pick-up or delivery of voting supplies.
  • Submit documents or reports to other agencies; create and maintain National Voter Registration Act records for reporting to the State and Federal government; sort, mail out, and process out-of-county notices to appropriate counties; enter data and generate reports.
  • Proofread sample and official ballot materials and make corrections as needed.
  • Assist candidates, officeholders and voters with questions and elections information.
  • Process election cost invoices and claims for payment; balance and deposit revenue; collect candidate and district election fees.
  • Collect and summarize election cost data; calculate and prepare billing for election services.

MINIMUM QUALIFICATIONS

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience: One year of general clerical experience.

Training: Equivalent to the completion of the twelfth grade.

Required License or Certificate:
May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:
  • Basic office methods and equipment including computer systems.
  • Basic principles and procedures of record keeping and filing.
  • Principles and practices of customer service.
  • Proper telephone etiquette.
  • Basic mathematic skills.
  • English usage, spelling, grammar and punctuation.

In addition to the above:

When assigned to Clerk services:
  • Learn the different types of licenses, certificates, registrations, and other filings associated with the Clerk's Office.
  • Learn the procedures and laws associated with officiating marriage ceremonies.

When assigned to Recording:
  • Learn basic understanding of the various types of recorded documents.
  • Learn operational characteristics of microfilm cameras, printers and viewers; high speed, flatbed and wide format scanners; CD burners; and associated computerized processes.

When assigned to Elections:
  • Learn operating procedures of the polls and precinct desk.
  • Learn operating procedures of an elections warehouse.
  • Learn basic understanding of the election procedures and conducting elections.
  • Learn operational characteristics of equipment and materials utilized in conducting elections.

Ability to:
  • On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; and lift light weight.
  • Perform general clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
  • Identify and interpret technical and numerical information.
  • Understand the various documents to be processed and analyzed.
  • Examine and verify check records, documents and data.
  • Respond to requests and inquiries from the general public.
  • Maintain security and confidentiality of restricted information.
  • Type or enter data at a speed necessary for successful job performance.
  • Perform routine mathematical calculations.
  • Operate office equipment including computers and supporting software applications.
  • Understand and follow oral and written instructions.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Learn pertinent federal, state, and local laws, codes, and regulations.
  • Learn to review and examine documents to determine the appropriate actions to be taken based upon the requirements of applicable codes, statutes, and regulations.
  • Learn specialized computer programs utilized in the election process.
  • Learn to retrieve, store and remove information in a wide variety of manual and automated filing systems.
  • Work in a warehouse setting, as needed, including loading/unloading vehicles, and distributing supplies and equipment.

In addition to the above:

When assigned to Clerk services:
  • Learn to operate specialized scanning equipment, digital cameras, and multimedia equipment.
  • Learn to officiate marriage ceremonies, witness ceremonies, and deputize members of the public to officiate ceremonies.

When assigned to Recording:
  • Prepare letters and correspondence.
  • Ensure identification of applicants.
  • Research discrepancies in applications.
  • Read and understand manuals related to recording processing requirements.
  • Learn to operate microfilm cameras, printers and viewers; various scanners and related equipment.
  • Learn legal requirements for processing, recording, and filing official documents including birth and death certificates, marriage licenses, fictitious business names, passports, applications, official records, and related documents.
  • Learn legal descriptions pertaining to vital statistics, property transfers, or descriptions of real property.
  • Learn applicable sections of the Government Codes and rules and regulations pertaining to the transactions required by documents processed.
  • Learn to process and record a large volume of documents with a high degree of accuracy.
  • Learn to review various legal documents to determine appropriate processing

When assigned to Elections:
  • Respond to general questions from the public with respect to election processes, laws and policies.
  • Operate optical and bar code scanners.
  • Sort and file election documents in compliance with mandated standards.
  • Monitor and order election materials and supplies.
  • Operate elections equipment and materials.
  • Learn the organization and operating details of the Office of Elections.
  • Learn statutes and ordinances governing election procedures including California Election Code and other codes and statutes related to voter registration, vote by mail voting and canvassing procedures.
  • Learn principles of the National Voter Registration Act.
  • Learn methods and techniques of training precinct and poll workers.
  • Learn to understand, interpret and apply provisions of the California Elections Code to specific situations.

SELECTION PROCEDURE

Online Written Examination (100%)

After the posted filing deadline, qualified candidates will receive a notification via email when the examination is available. The online examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

Note: Candidates will have approximately three (3) calendar days from the date of notification to complete the online examination. Only one attempt will be permitted.

The online examination is tentatively scheduled for 6/4/24 through 6/6/24.

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination (which may include a drug screening and possibly a psychological evaluation), sign a constitutional oath, and submit proof of U.S. citizenship or legal right to remain and work in the U.S. For some positions, applicants may also be required to submit proof of age, undergo a background investigation (which may include a voice stress analysis and/or a polygraph), and/or be bonded. Additionally, positions in law enforcement classifications and those supporting law enforcement functions will be required to complete a conviction history questionnaire prior to or during the interview process. Applicants for positions with access to Medi-Cal billing software or who are licensed providers must clear the Federal Exclusion List, credentialing, and social security verification. Failure to clear these requirements may result in an employment offer being withdrawn.

SUBSTITUTE LISTS

The eligible list resulting from this recruitment may be certified as a substitute list for a substantially similar classification. For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey level) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please click here.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination, and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer, and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, physical disability (including HIV and AIDS), mental disability, medical condition (including cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including parental status, pregnancy, childbirth, breastfeeding, and related medical conditions), reproductive health decision making, political orientation, or any other classification protected by federal, state, or local law. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

Selection Plan

Tentative Recruitment Timeline

  • Minimum qualifications screening: week ending 5/17/24
  • Exam notices emailed: week ending 5/24/24
  • Online exam dates: 6/4/24 - 6/6/24
  • Exam results emailed: week of 6/17/24