Clerk/Recorder/Elections Supervisor

Job Description:

Clerk/Recorder/Elections Supervisor

Description

Introduction

Placer County is comprised of over 1,400 square miles of beautiful and diverse geography, ranging from the residential and commercial areas of South Placer, through the historic foothill areas of Auburn, Foresthill, and Colfax, and to the County's jewel of the North Lake Tahoe basin. Placer is a great place to live, work, play, and learn! For more information about Placer County, please visit www.placer.ca.gov .

POSITION INFORMATION

The Placer County Clerk-Recorder-Elections Office has one vacancy for a Clerk/Recorder/Elections Supervisor. The mission of the Placer County Clerk-Recorder-Elections Office is to provide courteous, timely and professional clerk, recording, and elections services to the citizens, businesses and public agencies of the county with the utmost integrity, transparency, consistency, fairness, legal compliance and cost effectiveness, using both the trained and committed staff of the department and technology to advance operations.

This position will remain open until filled with an initial application screening deadline of 5:00 PM, on December 29, 2025 for immediate consideration. Applications received after this date will be screened on a bi-weekly basis until the positions are filled.

BENEFITS

Placer County offers a comprehensive benefits package to employees. The following information represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view Placer Public Employees Organization (PPEO) benefits.

For more information regarding the benefits Placer County has to offer, please visit Placer County's Human Resources website.

DEFINITION

To supervise, plan, assign, review, evaluate and participate in the work of staff responsible for an assigned program area or work unit within the clerk, recorder, or elections functions of the Clerk/Recorder/Elections Office; to ensure work quality and adherence to established policies and procedures; and to perform the more technical and complex tasks relative to assigned areas of responsibility.

DISTINGUISHING CHARACTERISTICS

The Clerk/Recorder/Elections Supervisor is distinguished from the Clerk/Recorder/Elections Technician-Senior by performance of first-level supervisory duties and responsibilities within an assigned program area or work unit of the Clerk/Recorder/Elections Office. The Clerk/Recorder/Elections Supervisor class is distinguished from the Clerk/ Recorder/Elections Supervisor-Senior class in that the latter is responsible for serving as a second-level supervisor within a program area and/or assumes substantive and significant programming responsibility within an assigned area of the Clerk/Recorder/Elections Office.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the Clerk/Recorder/Elections Supervisor-Senior, Clerk/Recorder/ Elections Manager, and/or higher level management staff.

Exercises direct supervision over technical and clerical staff.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

• Plan, prioritize, assign, supervise, evaluate, review and participate in the work of staff responsible for clerk, recording, or elections functions within the Clerk/Recorder/Elections Office.
  
• Establish schedules and methods within the unit for providing services to customers and stakeholders in assigned functional area; identify resource needs; review needs with appropriate supervisory or management staff; allocate resources accordingly.
  
• Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures.
  
• Assist in the implementation of goals and objectives; implement approved policies and procedures.
  
• Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
  
• Perform the more technical and complex tasks associated with clerk services, recording, or elections.
  
• Prepare, maintain, and review memoranda, logs, files, analytical and statistical reports, or other documentation on operations and activities related to clerk services, recording, or elections.
  
• Attend and participate in group meetings; stay abreast of new trends and innovations in the fields of clerk services, recording, or elections.
  
• Review and analyze computer generated accounting reports; resolve cashiering errors and reprocess transaction as necessary.
  
• Review and analyze various documents, records, and filings related to clerk services, recording, or elections and determine appropriate action based on applicable laws and regulations.
  
• Monitor filings, registrations, and/or official records to be entered into an automated system; oversee preparation of mail folders for assigned staff to process.
  
• Research, analyze, and interpret related complex laws, rules, and regulations; and advise staff, management, and customers as to the application to clerk services, recording, or elections.
  
• Respond to questions from members of the public and/or customers regarding clerk services, recording, or elections; resolve the more difficult or sensitive customer service issues; initiate security procedures when needed.
  
• Participate in and/or supervise inventory of supplies, equipment, and forms related to clerk services, recording, or elections.
  
• Operate equipment related to clerk services, recording, or elections, including, but not limited to: scanning machines, ballot sorting and printing equipment, voting equipment, video cameras, and other related equipment.
  
• Oversee HAVA (Help America Vote Act) Program which includes compliancy with ADA requirements at polling sites.
  
• Perform related duties as required.
  

In addition to the above:

When assigned to Clerk Services:

• Supervise, monitor, and participate in the daily operations and workflow of the Clerk’s Office, including, but not limited to: the filing of fictitious business names; issuance of marriage licenses, birth and death certificates, and other miscellaneous filings; and the collection of fees.
  
• Supervise, participate in, and train staff in the scanning and verification of Vital Records, Fictitious Business Records, Registrations, Fish and Wildlife Filings, and/or other related documents.
  
• Supervise, participate in, and train staff to officiate at marriage ceremonies, or deputize members of the public to officiate ceremonies, in accordance with state law.
  

When assigned to Recording:

• Supervise, monitor, and participate in the daily operations and workflow in the Recorder’s Office, including but not limited to: the recording, examination, indexing, scanning, and custody of legal documents, including land titles and records; and the collection of fees.
  
• Supervise, participate in, and train staff in the indexing and verification of official records and/or other related documents.
  
• Record and transmit official records to computerized systems on a daily basis; prepare and analyze month-to-date and year-to-date system audits.
  
• Review and analyze computer-generated indexing reports and make corrections as necessary; enter correct codes for page count, transfer tax, and the number of documents to be indexed; pay out appropriate accounts; and calculate documentary transfer tax.
  
• Supervise, participate in, and train staff to process passport applications.
  

When assigned to Elections:

• Supervise, monitor, and participate in the daily operations and workflow of the Office of Elections, including, but not limited to: conducting federal, state, and local elections; conducting voter outreach and registering voters; and providing elections-related services for citizens, candidates, and public officials.
  
• Supervise, participate in, and train staff to collect precinct information and survey polling locations.
  
• Ensure the maintenance and administration of registration and elections documents including voter registration affidavits; changes of address; restored, inactive, and canceled registrations; and the removal of invalid registrations.
  
• Instruct and train temporary and permanent employees in assigned election processes.
  
• Direct the implementation of candidate workshops and voter outreach programs.
  
• Develop, compile, and transmit statistical data related to petition verification, voter registration, and the vote by mail program.
  
• Direct the verification of signatures on election documents and petitions filed; ensure that irregularity in applications for vote by mail ballots are reconciled.
  
• Participate in the mapping and reapportionment of district lines.
  
• Supervise staff in sorting, mailing, and processing of out-of-county notices to appropriate counties.
  
• Assist candidates, officeholders, and voters with questions and elections information.
  
• Oversee the process of training election board members.
  
• Supervise the collection of election information and cost data.
  

MINIMUM QUALIFICATIONS

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Experience and Training

Any combination of experience and training would likely provide the required knowledge and abilities are qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Four years of increasingly responsible experience performing duties associated with clerk services, legal recording, and/or elections, with at least one year of lead experience comparable to a Clerk/Recorder/Elections Technician - Senior with Placer County.

Training: Equivalent to the completion of the twelfth grade supplemented by college course work in records management, paralegal services, legal document examination, or a related field.


License or Certificate:

May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Operations, services and activities of the clerk, recording, or elections program area.
  
• Policies and procedures related to clerk services, recording, or elections.
  
• Principles of supervision, training and performance evaluation.
  
• Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.
  
• Principles and practices of complex record keeping and filing.
  
• Principles and practices of fiscal, statistical and administrative research and report preparation.
  
• Proper research and analysis practices.
  
• Principles and practices of customer service, public relations and phone etiquette.
  
• Mathematical principles.
  
• Pertinent Federal, State and local laws, ordinances, rules, codes, and regulations related to clerk services, recording, or elections.
  
• Principles and practices of a safe working environment.
  
• English usage, spelling, grammar and punctuation.
  
• Associated fees and costs of clerk, recording, or elections services.
  
• Specialized computer systems and software applications related to clerk services, recording, or elections.
  

Ability to:

• On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; and lift light weight.
  
• Supervise, organize and review the work of lower level staff.
  
• Select, train and evaluate staff.
  
• Observe, identify and problem solve problems of operational and/or technical policy and procedures.
  
• Specialized computer systems and applications used in the elections process.
  
• Identify and interpret complex technical and numerical information.
  
• Understand the various documents and filings to be processed and analyzed in assigned area.
  
• Perform complex and specialized clerical work including maintenance of appropriate records and preparation of reports.
  
• Retrieve, store and remove information in a wide variety of manual and automated filing systems.
  
• Maintain security and confidentiality of restricted information.
  
• Respond to requests and inquiries from the general public.
  
• Analyze, interpret, explain, and apply pertinent County policies, and procedures, codes, laws, and regulations related to clerk services, recording, or elections.
  
• Prepare clear and concise reports.
  
• Perform complex mathematical calculations.
  
• Operate office equipment including computers and supporting software applications.
  
• Operate equipment related to clerk services, recording, or elections, including, but not limited to: scanning machines, ballot sorting and printing equipment, voting equipment, video cameras, and other related equipment.
  
• Plan and organize work to meet changing priorities and deadlines.
  
• Collect fees associated with clerk, recording, or elections services provided.
  
• Develop and recommend policies and procedures related to clerk services, recording, or elections.
  
• Work with various cultural and ethnic groups in a tactful and effective manner.
  
• Act quickly and calmly in emergency situations.
  
• Analyze situations quickly and objectively and determine proper course of action.
  
• File and retrieve documents, maps, and other items related to clerk services, recording, or elections.
  
• Speak in front of groups of people to conduct training, perform marriage ceremonies, or other functions related to clerk services, recording, or elections.
  
• Communicate clearly and concisely, both orally and in writing.
  
• Establish and maintain effective working relationships with those contacted in the course of work.
  

SELECTION PROCEDURE

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training, and experience will be evaluated using a pre-determined formula. Scores from this evaluation will determine applicant ranking and placement on the eligible list.

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination (which may include a drug screening and possibly a psychological evaluation), sign a constitutional oath, and submit proof of U.S. citizenship or legal right to remain and work in the U.S. For some positions, applicants may also be required to submit proof of age, undergo a background investigation (which may include a credit check, voice stress analysis, and/or a polygraph), and/or be bonded. Additionally, positions in law enforcement classifications and those supporting law enforcement functions will be required to complete a conviction history questionnaire prior to or during the interview process. Applicants for positions with access to Medi-Cal billing software or who are licensed providers must clear the Federal Exclusion List, credentialing, and social security verification. Failure to clear these requirements may result in an employment offer being withdrawn.

SUBSTITUTE LISTS

The eligible list resulting from this recruitment may be certified as a substitute list for a substantially similar classification. For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey level) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please click here.

EQUAL OPPORTUNITY EMPLOYER

Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that unlawful harassment, discrimination, and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer, and promotion will be based on the qualifications of the individual for the positions being filled regardless of the following characteristics: gender (including gender identity and expression), sexual orientation, race (including traits associated with race, which include, but are not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, primary language, immigration status, physical disability (Including HIV and AIDS), mental disability, medical condition (including cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including parental status, pregnancy, childbirth, breastfeeding, and related medical conditions), reproductive health decision making, the person’s use of cannabis off the job and away from the workplace, political orientation, or any other classification protected by federal, state, or local law or any combination of two or more characteristics stated herein. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

Conclusion

For questions regarding this recruitment, please contact Bethany Clinkenbeard, Administrative Technician, at bclinkenbeard@placer.ca.gov or at (530) 886-4669.

Closing Date/Time: Open Until Filled

Salary:

$32.81 - $40.99/hour; $5,687.07 - $7,104.93/month; $68,244.80 - $85,259.20/year