Administrative Clerk

Salary: $21.25 - $23.46 Hourly

Location : Bozeman, MT

Job Type: Part-Time

Job Number: 00660

Department: Elections

Opening Date: 08/14/2024

POSITION OVERVIEW

This position is located in the Clerk and Recorder's Elections Department and is mainly responsible for processing voter registration and absentee ballot requests, respectfully assisting the public, database input and maintenance, processing and verifying petitions, receiving and verifying mailed ballot packets, coordinating election processes, and processing and verifying petitions.

• Process registration applications received by reviewing the applications to ensure accuracy and completeness. Identifies missing information and digitally signed documents and notifies provisionally registered voters or pending registrants.
• Assists voters who come into the office to register or update their voter registration or vote in-person.
• Determines if the voter is a new voter or is already registered within the state. Selects the correct voter record from the database to update the information or enters the new voter's information in the statewide system (e.g., state id or SSN, birth date, residential address, mailing address, origination date, voter eligibility dates, etc.).
• Scans voter registration application card and prints voter confirmation card. If the person is in the office, the voter confirmation card is printed and given to the voter. If the application is entered from the mail, the confirmation is printed later. Files application cards by numerical batch order in the permanent file.
• Prints batches of voter confirmation cards and mails to voters.
• Cancels voters from death lists and out-of-state move listings from the Secretary of State's office. Maintains communication with the Recording Department to procure death lists monthly and before absentee ballots are mailed. Researches obituary records to keep voter rolls accurate all while assisting surviving family members with respect and dignity through the cancellation process.
• Ensures that all voter registration application cards are processed within the 30-day close of registration before each election.
• Monitors phones and email inboxes in order to provide prompt and accurate answers to questions that voters may have about the registration or election process.
• Enters new streets and address ranges in the address library, and updates changes to the address library. Reviews various maps to properly assign districts to street address ranges.
• Communicates with Recording Office to update election maps due to changes in districts. Updates changes in database to reflect changing district boundaries in order to ensure that voters receive the correct ballots and voter information.
• Maintains a clean and safe work environment for voters and coworkers.
• Process Federal Post Card Applications from military and overseas voters.
• Monitor and order supplies and file invoices correctly for review and approval
• Participate in the hiring, scheduling, and training of temporary clerks and election officials.
• Set up and administer satellite election offices and act as lead clerk when working with temporary clerks.
• Monitors and maintains inventories of election supplies. Prepares all supplies needed by election judges for all precincts. Generates registers from voter database software, separates provisional and regular, prepares poll books, and compiles ballots, booths, signage, instructions, precinct lists, and other supplies as needed.
• Prepares ballots for printing. Determines appropriate layout according to applicable laws and rules, formats candidates' names, and position information on ballot according to established guidelines for review by the election staff and the final approval of the Clerk and Recorder.
• Schedules election judges for all precincts in the county (up to 500 individuals) to ensure each polling place has an adequate number of election judges.
• Prepares and distributes mail ballot packets. Includes all required voting materials and information, maintains records of ballots sent, and tracks returned ballots. Verifies signatures on all returned envelopes, and maintains ballots in a secure location until day of counting.
• Conducts and monitors absentee voting by verifying that each person may vote in the election, completing required documentation, providing appropriate absentee voting supplies, tracking received ballots and placing in secure location, and scans in batches of absentee ballots into the voter database for verification.
• Responds to various election-related inquiries by interpreting information needs, locating applicable resources, or connecting them with the appropriate staff member or offices.
• Prepare and test automated voting equipment used by people with disabilities.
• Tests and operates central-count ballot tabulators, counts non-scannable ballots, packages voted and duplicated ballots per Montana records retention requirements.
• Receives supplies from election judges, organizes, inventories, and stores post-election materials and documents.
• Certifies petitions for candidates running for office and individuals circulating issues to be placed on future ballots. Verifies individual's voter registration and signatures within the statewide voter database, tracks number of certified signatures by district, and creates reports and verifies petitions for review by the Election Supervisor prior to submission to the Secretary of State.
• Receives and files documents including Oaths of Office and other various candidate forms.
• Collaborates with fellow clerks to collect ballot boxes securely and safely from places of deposit and polling places.
• Work with supervisor to create fillable PDF versions of ballots for military and overseas voters. Send and receive these electronic ballots and prepare for transcription. Track ballot disposition during federal elections.

QUALIFICATIONS

This work requires knowledge of Federal election laws, State statutes, regulations and administrative rules; County policy and procedures; Microsoft Office (including Outlook, Excel, and Word), Reading maps; Local geography and corresponding voting districts and precincts, Records management and Research methods. Working in this position requires the capability to exercise courtesy and tact while working with the public in a professional and forthright manner. The use of various computer software including a state-owned proprietary database, enter data with a high level of accuracy, maintain the integrity of sensitive information contained within the public record, communicate effectively both verbally and in writing, be a detail-oriented self-starter, remain dynamic and adaptable to change and the ability to work in a fast-pace, high-stress office during election cycles. This position will take on different tasks and special projects during times outside of election cycles.

EDUCATION & EXPERIENCE

The required knowledge, skills, and capabilities are typically acquired through a combination of education and experience equivalent to graduation from high school plus one year of job-related work experience. The duties of this position are learned through on-the-job training.

Licenses and Certifications: Applicants for this position must possess a valid driver's license, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County's liability policies.

SUPPLEMENTAL INFORMATION

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

For application consideration, the following documents are required to be submitted when you apply online:

• Cover Letter
• Resume
• Three (3) work references

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

Excellent Medical Health Benefits - Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period.

Medical deductible is $400 for an individual and $1,000 for a family.

Flexible Benefits Plan - Pre-tax out-of-pocket medical expenses and day care expenses.

Supplemental Medical Coverage and voluntary Life Insurance Coverage are offered through Mutual of Omaha..

Public Employees Retirement System - Montana public employees of the state, university system, local governments and certain employees of school districts are covered by the Public Employees Retirement System (PERS). New members to the PERS have an opportunity to choose between two retirement plan options: the Defined Benefit Plan or the Defined Contribution Plan.

Sheriffs' Retirement System (SRS) - A public pension plan for all Montana Sheriffs hired after July 1, 1974 and Detention Officers hired after July 1, 2005.

Supplemental Retirement Benefits are offered through Nationwide and Empower.

Sick Leave - Full-time employees accrue 7.40 hours per month and are eligible to use sick leave once it is accrued. The accrual is pro-rated for part-time employees.

Vacation Leave - Full-time employees accrue 9.20 hours per month and are eligible to use leave once it is accrued. The accrual is pro-rated for part-time employees.

Holidays - The County observes eleven legal holidays in even numbered years and ten legal holidays in odd numbered years.

Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees. The hours are pro-rated for part-time employees.

Tuition Assistance- Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses.

Bilingual Pay - Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.

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