CLACKAMAS COUNTY

CLASSIFICATION NO. 038
Revised:   3/81; 10/06; 11/10
FLSA:  Non-Exempt
EEO:  6

RECORDING AND ELECTIONS TECHNICIAN 2

CLASS CHARACTERISTICS

Under general direction, to lead and perform a variety of technical functions and duties involved in the operation of election contests, and the preparation and conduct of primary, general and special elections; to lead assigned staff and functions pertaining to the preservation, custody and recording of official documents and records; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The Recording and Elections Technician series is used in the Recording and Elections Divisions of the County Clerk's Office.  Positions are typically assigned to one Division (Elections or Recording) and are primarily oriented to performing technical functions concerned with conducting elections or the recording, custody and preservation of official documents and records.  The primary functions are focused on certification of qualifications, voter registration, voter information and instruction, balloting, assisting in the tabulation process and certification of election results or the official recording and preservation of documents.  

The Recording and Elections Technician 2 is the advanced working level in this series and within the assigned Division has primary functional responsibility for assigned staff and functions.  Responsibilities include supervising all official recording activities including maintaining records according to state statutes, legal requirements, regulations and policies of the County Clerk, inventory control of equipment and supplies, defining implementing major elections clerical systems and services such as filings, balloting, absentee voting, and certification of candidates and proposed measures.

The Recording and Elections Technician 2 differs from the Recording and Elections Technician 1 by the formers lead responsibilities and the performance of advanced administrative and technical functions.  The Recording and Elections Technician series differs from the Office Specialist series and other general clerical classes due to the more technical functions that are required to plan, administer and conduct elections, and oversee and perform official recording functions.

TYPICAL TASKS

Duties may include but are not limited to the following:

  1. Leads the work of assigned regular staff, temporary personnel and election workers; assigns and reviews work; provides direction on complex office, legal, technical and procedural issues; interviews and recommends staff to hire; conducts training for staff, election workers and the public. 
  2. Evaluates and recommends improvements in operations, policies, procedures and methods; documents and maintains written instructions and procedures; interprets and explains current laws, rules, regulations, policies and procedures; assists with gathering data for statistical purposes. 
  3. Conducts daily balancing of money received; issues receipts, posts daily receipts and verifies balanced tills; prepares receipted cash and checks for daily deposit; prepares, maintains and forwards necessary documents to Treasurer’s Office, bank and office files; makes bank deposits.
  4. May work as or assist in the duties in the Division not regularly assigned.

Duties within the Elections Division may also include:

  1. Participates in creation of voter's pamphlets and in meeting timeline and accuracy requirements; performs lay out and extensive proofing; maintains Elections Division on-line presence including candidate and measure filings and historical election information; acts as  liaison to outside printing vendor and County web  staff; submits public notices to print media.
  2. Secures and maintains records according to statutes, legal requirements, regulations, and policies of the County Clerk.
  3. Leads and participates in the registration of voters and the issuing of provisional ballots; maintains the elections calendar.
  4. Certifies qualifications of candidates filing materials, requests for new party recognition, proposed ballot measures and supporting materials; prepares, distributes and provides public access to all pertinent elections related documents and supporting materials.

Duties within the Recording Division may also include:

  1. Reviews and verifies accuracy of indexed documents; proofreads scanned images to ensure accuracy of recorded/indexed information; updates and corrects appropriate files and information systems.
  2. Assists staff and the public regarding inquiries about documents, deeds, legal property descriptions and official records; explains recording standards and requirements, and how documents are designated for recording; deciphers complex or confusing documents for recording, cataloguing and indexing.
  3. Oversees issuing of marriage licenses, certificates of domestic partnership, and coordinates liquor license approvals; contacts state regarding marriage license amendments; forwards liquor license applications to relevant County agencies; endorses license as accepted upon approvals; provides assistance and information.
  4. Invoices and bills federal, state and county agencies; answers questions regarding billings; maintains centralized files; runs daily and month-end reports.

REQUIRED KNOWLEDGE AND SKILLS

Considerable knowledge of: Principles, techniques, and methods of modern office practices and production scheduling; recordkeeping and reporting techniques; official recording procedures and techniques; indexing rules and procedures; basic English composition, grammar, and spelling.

Working knowledge of: Modern office equipment and machinery, including personal computers, software, internet applications, and scanners; election laws, procedures and regulations; lead work and training principles and techniques; concepts and techniques for prioritizing, organizing work.

Substantial skill to: Organize and oversee the work assignments of field and part-time support staff; conduct short-term studies and research projects of a specialized nature; establish and maintain effective working relationships with employers, field personnel, staff, and the public; provide customer service by effectively meeting and interacting with the public, co-workers and personnel from other departments in a courteous, professional manner; effectively meet intense pre-determined, unalterable schedules; determine priorities and multitask; maintain accuracy in assigned tasks; decipher complex or confusing documents for cataloguing/indexing purposes; evaluate and recommend improvements in operations, policies, procedures and methods; operate modern office equipment, including personal computers, software and scanners with accuracy; operate voting/elections equipment with accuracy and instruct others regarding their operation; read, interpret and explain current laws, rules, regulations, polices and procedures; communicate effectively, both orally and in writing.

WORKING CONDITIONS

The majority of duties are performed indoors.  Some positions, due to their specialized nature, may involve lifting, stooping and carrying boxed materials weighing up to 30 pounds.  Elections incumbent may work periodic and weekend work as required by cyclical elections activities.  

OTHER REQUIREMENTS

Must data entry at a minimum of 135 key strokes per minute.  

Must successfully pass a criminal history check which may include national or state fingerprint records check.

Driving may be necessary for County business.  For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license.  Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation.  For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that would demonstrate possession of the required knowledge and skills.