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Douglas County  1060
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RECORDS AND ELECTIONS TECHNICIAN 2
Pay Range GC11

INTRODUCTION

The classifications in the Records and Elections Technician series focus on the services provided by the department of the County Clerk in the preparation, processing, organization, maintenance and preservation of materials, information, and records. This includes researching and communicating information to others and appropriately receiving, screening, reviewing and verifying legal documents or materials.

This classification performs journey-level support activities in support of the recording, elections, and archives and microfilm divisions, within established guidelines. This classification is distinguished by supervision of volunteer, temporary, on-call and/or seasonal support staff in one or more functional areas.

EXAMPLES OF PRINCIPAL DUTIES

 

1. Provides customer service via counter, telephone, facsimile or electronic means for persons seeking or filing information about vital records, recorded documents, election processes, archive/microfilmed materials or custom reporting capabilities, or other department-related services and programs.

 

2. Participates in voter registration including on-line data entry of records; assists in boundary definitions of precincts and districts; assisting in updating maps and address index. Works with 35 other counties and the State on issues involving the Oregon Central Voter Registration System (OCVR) to fine tune and maintain the program, keeping it current with Federal Help American Vote requirements.

 

3. Interprets statutes and administrative rules relating to all facets of recording, elections and archiving, and provides practical guidance on requirements to the public, candidates, committees, district election authorities and others.

 

4. Assists in all facets of election processes, election workshops, preparation of legal notices, proofreading, preparation of archiving, which includes voter registration records, reports and election specific records; receive, process and mail absentee ballots and related absentee correspondence. Perform signature verification on ballot return envelopes and initiative, recall and candidate nominating petitions.

 

5. Participates in coordinating election returns for timely release to media and public while working long hours under highly stressful conditions; prepares certification after official canvas of votes.

 

6. Collect and record cash payments; write receipt and post to departmental records; balance receipts as assigned.

 

7. Operate a variety of office equipment which includes automated equipment utilizing specialized databases and systems, blueprint and other copying equipment; enter and retrieve a variety of data; review resulting reports and printouts for accuracy.

 

8. Perform complex filing and recordkeeping duties where several systems may be utilized; conduct file and record searches; index and cross-index records; microfilm records; log documents for public record. Assist with a high volume of customer contacts for passports, marriage licenses and election ballots.

 

9. Type documents, forms, letters, reports and statistical records from rough draft, machine dictation, written or verbal dictation into suitable format; take dictation either manually or by electronic means.

 

10. Pick up incoming mail at post office and distribute to departmental mailboxes or receive, record and distribute mail and prepare outgoing mail within a department.

 

11. May provide training and work oversight to volunteer, temporary and/or on-call or seasonal workers.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Reasonable knowledge of general office practices and procedures; reasonable knowledge of systematic filing and retrieval processes or systems relating to assigned department or program area; working knowledge of elections, recording and records retention laws and regulations; basic knowledge of English composition, spelling, grammar and arithmetic; reasonable knowledge of word processing; basic knowledge of general recordkeeping and bookkeeping processes. Skill in: Typing rapidly and accurately; taking and transcribing dictation either manually or by machine; use of office equipment which includes automated equipment and microfilm and other duplication equipment. Ability to: Communicate effectively in both oral and written forms; ability to meet and assist customers, staff and general public in a professional and courteous manner and keep calm in stressful situations; ability to learn signature verification skills on ballot return envelopes and initiative, recall and candidate nominating petitions; estimate and manage time efficiently; plan moderately complex statements and reports; establish and maintain records, reports and statistical data; ability to establish and maintain cooperative working relationships with coworkers; ability to work independently and as a team member; ability and willingness to work overtime; ability to provide backup to other positions, as necessary and assigned.

Education, experience and training: Four years work-related support experience including one year work experience with elections/voting processes and/or documents recording, archiving and microfilming OR a satisfactory equivalent combination of education, related experience and training, including one year experience with elections/voting processes and/or documents recording, archiving and microfilming. Position may require a valid Oregon driver's license at time of appointment.

Desirable qualifications: One or more year’s experience directly related to the functions performed by the Office of the County Clerk; experience working with the public.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed with supervision from a clerical, professional or administrative employee. Employee estimates time and materials and manages time efficiently. Judgment is necessary in selecting appropriate established guidelines to follow. Employee uses initiative in completing routine assignments and interpretation of general administrative or operational policies and procedures is sometimes necessary. Significant deviations require prior approval. Work is checked at completion of projects.

GUIDELINES

Work is performed within established departmental policies and procedures; federal, state and county rules, regulations and ordinances; operational, administrative, software and equipment manuals; specialized dictionaries and reference materials. Some judgment is used in interpretation of guidelines; however, supervisor is available for interpretation in unusual situations.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment and is generally sedentary; however, some positions may require bending, hearing voice conversation, keyboarding, kneeling, lifting up to 30 to 50 pounds, pulling, pushing, reaching, standing for long periods of time and walking.  Position may require driving and working long hours during elections.  If cash handling is required in this position, may require satisfactory completion of a credit history background check.

 
   
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