Supervised By: City Clerk Supervises: Temporary elections inspectors Position Summary: Under the general supervision of the City Clerk, provides high level administrative support for all functions of the Clerk’s department including voter registration, election administration, public records management, and customer service. Posted wage is effective 7/1/2024.
Position Description
Essential 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.
1. Coordinates voter registration and maintenance of voter registration files in accordance with State regulations. Registers all new voters, records changes in address, issues voter registration cards, and cancels registrations.
2. Assists the City Clerk with all phases of elected administration consistent with federal, state, and local laws. Distributes, records, and files absentee ballots. Prepares election machines, supplies, and test ballots. Publishes and posts election information, arranges election commission and resolution.
3. Assists with the recruitment, training, and oversight of temporary elections inspectors. Coordinates certification through the County and helps with schedules and assignments to ensure proper precinct coverage. Reviews payroll and timesheets for payment.
4. Assists the City Clerk in providing administrative support to the City Council and other boards, commissions, and committees as requested. Schedules and attends meetings, publishes notices, takes and prepares minutes, and otherwise provides administrative support as assigned.
5. Maintains departmental electronic and paper filing systems and assists the City Clerk in maintaining the official records of the City in accordance to established legal requirements and internal record retention policies. Develops and implements records disposal schedules according to established record retention protocol.
6. Assists in preparing responses to formal requests for information, including FOIA requests. Completes research, assembles documents, and works with other departments as needed.
7. Provides customer service and front desk support for the Clerk’s office. Processes various applications, forms, and official paperwork including cemetery deeds, a variety of licenses and permits, and other related items. Answers phones, receives payments, and completes related tasks.
8. Provides guidance, instruction, and advanced facilitation to customers regarding department operations, rules, procedures, forms, protocols, and other requirements. Assists customers in completing paperwork and forms. Resolves issues independently and refers more complex situations to the appropriate party.
9. Independently identifies and coordinates secretarial, administrative, and clerical support for various department operations, administrative processes, and customer service needs. Recommends new processes, procedures or policies.
10. Provides routine and advanced administrative support for the department. Types, copies, enters data, sorts mail, and completes other projects as assigned. Processes incoming and outgoing mail. Monitors and orders office supplies and troubleshoots equipment for the department. Prepares and processes purchase orders and invoices according to established procedures and coordinates with the Finance department as needed.
11. Coordinates special events and programs, completes research, reports and special projects as assigned.
12. Prepares standard and complex correspondence, records, documents, reports, and other related information. Proofreads critical documents as requested. Develops and maintains logs, databases, spreadsheets, and other reports.
13. May serve as City Clerk in that person’s absences as assigned.
14. Performs other related work as required.
Required Knowledge, Skills, Abilities and 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.
- An associate’s degree in business administration or related field is required.
- Three or more years of experience in office administration or related field is required, preferably in a municipal setting.
- State of Michigan Vehicle Operator’s License, a satisfactory driving records, and the ability to maintain one throughout employment.
- Certification as an election inspector is required.
- Certification as a Notary Public, or the ability to obtain one upon hire, is required.
- Thorough knowledge of general office operations and administrative procedures and practices.
- Knowledge of the City Charter, official City policies, and the laws and ordinances governing elections, record keeping, and access to public information.
- Knowledge of City services, organizational structure, and general municipal operations to effectively direct and assist the public.
- Excellent customer service skills, including responding diplomatically to customer questions and complaints.
- Skill in maintaining detailed and organized records and generating related reports.
- Skill in the use, maintenance, and troubleshooting of automated office equipment, including computers and related software, and the ability to set up, operate and train others in the use of voting equipment.
- Skill in preparing accurate and professional documents, records, reports, and correspondence.
- Ability to type and enter data with speed and accuracy.
- Ability to communicate effectively and present ideas and concepts orally and in writing.
- Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with employees, City officials, professional contacts, community leaders, the media, and the public.
- Ability to coordinate multiple tasks, problem-solve, and work effectively under stress, within deadlines and changes in work priorities.
- Ability to attend meetings outside of normal business hours.
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 regularly works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email, or in person, and move around the office to travel to other locations.
During elections, this position is required to work very extended hours, travel between polling sites, set up and tear down voting precincts and voting equipment, and must lift and/or move items of moderate to heavy weight