Deputy City Clerk

Deputy City Clerk – Elections

Starting Salary Range: $63,000 – $80,000

Benefits offered with this position include: Defined benefit pension plan 401a with City match Optional 457 Deferred Compensation plan Reciprocal Pension Credit, available for pension-qualified applicants Retiree health reimbursement account Very generous medical/dental/vision/pharmacy plans Paid vacation, personal t

• ime, floating holiday, plus sick days. Unused vacation and sick time rolls over
• Short-term and long-term disability, life, and AD&D insurance
• Flexible spending accounts
• You can earn up to $500 annually by participating in our Wellness Incentive Programs. These dollars will be deposited into a health reimbursement account (HRA), which can be used toward eligible health care expenses
• Tuition reimbursement $5000, must be employed 1 year to be eligible
• Employee assistance program
• Voluntary benefits like accident coverage, critical illness, LegalShield, and Identify Theft

Role Summary

Functions in an independent manner and serves as the Deputy City Clerk, including acting as City Clerk in his/her absence. Primary responsibilities include the management and coordination of the recruitment and training of 100 to 500 election inspectors for each City election. Manages the election inspector training program, including the creation and maintenance of all election inspector training materials; manages the City Clerk’s Office clerical staff and front counter activities. Assists the City Clerk and Deputy City Clerk with other election management duties in the City Clerk’s Office, including attendance at the Election Chairperson meeting each election.

Duties

Under the direction of the City Clerk, the incumbent may be responsible for, but not limited to, the following duties:

Essential Duties

• Supervising the Administrative Assistant staff in the City Clerk’s Office, including training on Qualified Voter File, providing direction regarding issuance of absentee ballots and overseeing voter registration and front counter licensing and permitting activities
• Planning, managing and implementing all election inspector recruitment activities including maintaining a database of qualified election inspectors, recruiting election inspectors for each election and recruiting new election inspectors when necessary
• Planning, managing and facilitating all election inspector training activities including creating, editing and updating a comprehensive election inspector training handbook/manual, scheduling and conducting annual election inspector training classes
• Managing the set-up and preparation of the electronic pollbook
• Managing the preparation of the election inspector Chairperson Notebook, including the creation of forms, envelopes, help guides, worksheets, etc. needed for Election Day
• Attending training and meetings relating to the City Clerk’s Office and election procedures, including the County Clerk and State Bureau of Elections meetings as needed
• Scheduling, planning and attending the Election Chairperson Meeting each election
• Planning, managing and implementing a student election inspector training and recruitment program with the AAPS, UM and WCC as needed
• Managing the election day return of precincts, including overseeing the establishment and operation of an Election Day Receiving Board and the check-in of ballots and materials
• Managing and maintaining the Qualified Voter File street index and making changes as required
• Evaluating and improving polling place operations on Election Day, including providing consultation and making recommendations to management for change and improvement to election inspector processes on Election Day
• Representing the City in investigating and resolving complaints regarding Election Day

Related Work

• Acting as City Clerk in the absence of the City Clerk, especially as needed on Election Days
• Attending City Council or other meetings as needed in the absence of the City Clerk
• Evaluating current election procedures and programs to provide efficient, cost effective and customer friendly service
• Assisting the Clerk and Deputy City Clerk in the development and implementation of an emergency plan for election days
• Providing effective supervision and training of staff
• Overseeing the production of election-related documents and publications as required by Law, City Charter or Ordinance
• Performing related work as assigned

Knowledge of: (position requirements at entry)

• Michigan election law and procedures
• MI Qualified Voter File (QVF)
• Michigan optical scan voting equipment
• Election records retention
• Best practices in election administration
• Michigan Freedom of Information Act and procedures
• Michigan Open Meetings Act
• Contemporary computers and software applications used in business settings (e.g. Word, Excel, PowerPoint, etc.)
• Contemporary municipal government organization and operation (Clerk’s Office preferred)
• Outstanding customer service principles
• Contemporary best practices in employee management and development

Training and Experience

Required:

• Bachelor’s degree in public administration, political science, or a related field.
• Experience in county or municipal election administration: at least four years, inclusive of administration of a national election.

Preferred:

• One year of supervisory experience

Licensing Requirements

• Michigan Department of State Election Officials Accreditation (or be able to obtain Accreditation within 6 months of hire)
• Michigan Department of State Train the Trainer Accreditation (or be able to obtain Accreditation within 6 months of hire)

Related Titles: Master Municipal Clerk, Certified Municipal Clerk, Clerk of Council, Elections Specialist, Election Coordinator, Election Specialist, Deputy Clerk