County Clerk Chief Deputy

C

Crook County

County Clerk Chief Deputy

Prineville, OR
Full Time
Paid
  • Responsibilities

    Summary

    Under limited guidance of the County Clerk this position is mostly independent without significant direction of the County Clerk and must adhere to all state and federal laws, rules, processes and procedures, as well as all Crook County Codes and County policies and procedures. Independent judgment is required to perform all phases of the county’s election processes and assists the County Clerk in all election related duties in compliance with all Federal, State and County laws and guidelines. In January 2017, the Department of Homeland Security has declared the electoral system as “critical infrastructure”. The election process and infrastructure are now a priority within the National Infrastructure Protection Plan. This reflects the importance and critical nature of the election process.

    Duties include recording documents, file or record County Court, city, district, state, and federal papers and documents; assist the public and county, city, state, and federal agencies and departments with public research requests and questions; accept Property Value Appeals petitions; issue Marriage Licenses & Domestic Partnership Certificates; issue Passports and provide Notarial services. In the absence of the County Clerk, the Election Deputy/Chief Deputy is authorized to exercise the full powers of the County Clerk as stated in the Oregon Revised Statute Chapter 205.

    Essential Job Functions

    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    • Must have ability to form and build good working relationships with co-workers, supervisor, and the general public.
    • Keep current with knowledge, trends and developments related to essential job competencies and requirements.
    • Provide efficient and friendly service to the public as well as federal, state, county, city, and district agencies and departments. Processing all election related records requests and questions with accuracy and attention to detail. Serving as an election liaison to the internal and external customers which include many government entities.
    • Assists customers, candidates and political action committees over the phone, at the front counter or via email, with candidate filings, county and district measures, district formations, annexations, withdrawals, recalls, etc. Including providing information regarding filing forms, candidate manuals, petition, State Voter Pamphlet filing process, deadlines, and procedures for explanatory statements. All according to Oregon Revised Statutes and Oregon Administration Rules.
    • Manages, maintains and processes the duties of the Elections Division of the County Clerk’s Office; including but not limited to: registration of voters in accordance with state and federal laws including on-line data entry of records, production of required voter notification cards, scanning and proofing, evaluating precinct boundaries, election set up, cost accounting of each election for Secretary of State, reconcile election reports, calculate and generate invoices to local districts for elections costs.
    • Conducts research and prepares a variety of statistical and administrative reports regarding elections.
    • Must meet all of the many deadlines and exercise judgment based on election laws and regulatory guidelines. There is a high level of complexity in the various election duties. An attention to detail and exceptional organization skills are required.
    • Assist the county clerk in conducting all elections held in the county; including but not limited to: establishing drop sites, certifying ballot information, ballot layout/formatting, printing, mailing, testing/operating tabulation equipment, selection of election board personnel, organizing, instructing and supervising election boards, signature verification, ballot processing, ballot counting, meet all statutory deadlines and timelines, ballot security, ordering and maintaining election supplies, archiving all election records per statutory retention requirements and issue oaths of office.
    • Assist, develop and implement new office procedures to improve efficiency, department goals and objectives.
    • Maintain working knowledge of and interpret local, state and federal laws and rules relating to elections and provide practical guidance on requirements to the public, candidates, committees, district election authorities and others.
    • Consults with County Clerk, County Counsel and Secretary of State regarding statutes and administrative rules affecting division operations along with all new election related legislation; develops and implements programs, policies and procedures to meet legal requirements; coordinates election processes with state, county, city, school, water, fire and other special districts.
    • The Election Deputy must adhere to all state and federal laws, rules, process and procedures, all Crook County Codes, and county policy and procedures. Quality and accuracy of work is critical. An error in the election process could cause a significant financial cost to the county, especially if an election has to be revised or done over. Errors in voter registration can also cause detriment to the county and community.
    • Review and recognize recordable documents (whether in office or thru E-Recording) and determine if all statutory elements necessary for recordation are present; record or file all documents, including but not limited to: deeds, mortgages, liens, military discharge, subdivisions, partition plats, boundary surveys, mining records, marriage records, county and district budgets, County Court Orders, Ordinances, Resolutions, etc. according to statutory requirements.
    • Assists public in all public records requests, research requests and questions; perform data entry; cashier and receipt fees for all recordings, filings and services provided. There is a high level of customer and public contact.
    • Accept, process and protect confidential records on a daily basis. Confidential records are kept according to Oregon Revised Statutes and by Federal Passport Regulations. Disclosure of records would greatly impact the county and external customer relationships.
    • Provide the public with information concerning the Property Value Appeals process and deadlines. Accept and file Property Value Appeals Petitions.
    • Notary Public commissioned by the State of Oregon to provide Notarial services to county offices and to the public.
    • Passport Acceptance Agent – Federal Appointment. Examine the application to ensure it is complete and legible; screen the citizenship evidence and photograph; inscribe applicant’s identification information on application; issue Oath and witness applicant’s signature; endorse and affix county seal; make required copies, assemble packet, and mail to Seattle Passport Agency.
    • Working conditions are of a general office atmosphere with storage rooms and vaults. Must have the ability to remain in a sitting or standing position for extended periods of time. There is some occasional lifting of historical record books, storage boxes or ballot boxes of approximately 30 pounds and some ladder usage.
    • On occasion, be the sole person in the office, performing additional duties as necessary to maintain working office.
    • Assist the County Clerk in the following: establishing a disaster plan for recording and for elections; establishing, adopting, and maintaining manuals for office policies, recording procedures, and election procedures; monitoring, tracking, and implementing enrolled legislation that impacts the County Clerk’s duties; preparing Orders and Ordinances governing the County Clerk’s duties for County Court approval; preparing legal notices; evaluating employee performance.
    • Interpret and implement Oregon Revised Statutes and Oregon Administrative Rules governing the duties of the County Clerk.
    • Train and supervise staff on state and federal mandated procedures for all recording, election, Property Value Appeals, notary public, marriage license, domestic partnership, and passport duties.
    • Perform all duties of the Recording Deputy, in the event of his/her absence, including but not limited to: scan and index recorded documents into the appropriate software system; transfer recorded documents to various customers; archive all records for permanent retention; file dog rabies certificates received from the Sheriff’s Office; post receipts, generate reports, daily deposit monies with Treasurer; monitor and invoice state/local agencies and debit accounts; reconcile receipting reports with Treasurer’s general ledger reports.

    Competencies

    • Ethical Conduct and Practice
    • Technical Capacity
    • Problem Solving/Analysis
    • Performance Management
    • Business Acumen
    • Communication Proficiency
    • Personal Effectiveness/Credibility

    Supervisory Responsibility

    This position supervises 2 full-time employees and up to 10 part-time election board workers during election times.

    Work Environment

    This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

    Physical Demands

    Must have the ability to remain in a sitting or standing position for extended periods of time. There is some occasional lifting of historical record books, storage boxes or ballot boxes of approximately 30 pounds and some ladder usage.

    Position Type and Expected Hours of Work

    This is a full-time position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m. There may be some extended hours during election time in order to meet the needs of the election process.

    Travel

    Some travel is expected for this position for training or conferences.

    Required Education and Experience

    • Associates Degree in business, office administration or similar field and 2 years’ experience working in an office environment in a supervisory role, OR
    • 4 years of experience in an office environment with a minimum of 2 years’ experience working in an office environment in a supervisory role.
    • Notary Public Commissioned by the State of Oregon or must be able to obtain within 6 months of hire date.
    • Must be able to obtain Passport Acceptance Agent Certification within 6 months of hire date.

    Preferred Education and Experience

    • One year of experience involving the election process.
    • Experience in a legal or fiscal office supervising volunteers or staff.

    Additional Eligibility Requirements

    • Able to complete a thorough employment and/or criminal history check.
    • Able to successfully pass a pre-employment drug test (not required for all positions).
    • Final candidates will be required to provide official proof of college degree and certified transcripts (not required for all positions).

    Safety Sensitive Requirements

    • This position is not considered to be a safety sensitive position.

    AAP/EEO Statement

    • This position is ‘at-will’, and either Crook County or the employee may terminate the relationship at any time with or without cause.

    • Crook County is an equal opportunity employer

    Other Duties

    • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.