ELECTIONS SPECIALIST

This position is responsible for a variety of clerical duties, such as answering phones, greeting the public, transcribing various minutes, processing data and extensive customer assistance duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Elections (25%): Maintain voter database by processing and entering voter registration and absentee applications. Keep an up-to-date and accurate repository of indefinitely confined absentee voters. Process absentee requests, mail and receive absentee ballots during elections. Follow Wisconsin Election Commission deadlines for voter registration and absentee ballot requests. Prepare and manage early voting in office. Create nomination packets for candidates as well as various forms and documents during elections. Enter votes from poll books and reconcile each ward after elections. Complete post-election reports in voter database. Complete various reports and tasks related to mailings from the Wisconsin Elections Commission throughout the year.

• Customer Service, Licenses and Bids (20%): Provide superior customer service to members of the public and other City employees in person, over the phone and via email. Process various license applications. Receive and record bids for various City contracts. Separate bids by type and provide to Purchasing by deadline.

• Common Council (20%): Prepare and distribute Council agenda each Friday preceding a Council meeting. Update the agenda as applicable. Record votes on resolutions/ordinances and update electronic agenda on Laserfiche. Inform staff of update. Prepare and post meeting and workshop notices for Council and applicable boards and commissions. Complete minutes of each Council meeting and process publication version after minutes are approved.

• Claims (10%): Receive, process and distribute claims, notice of injury and disallowance of claims. Include acknowledgement and disallowance in Council agenda.
• Special Assessments, Board of Review, and Miscellaneous Duties (10%): Assist Clerk with publication of special assessment contracts/payment plans. Assist in board of review process by setting appointments and accepting forms. Facilitate various office processes including answering and directing multiple phone calls, processing the mail, tracking interoffice documents, research projects and maintaining key performance indicator data.

• Filing and Laserfiche (5%): File various documents, scan contracts and agreements and conduct research for various documents.

• Reports, P-Card Log and Check Requests (5%): Provide monthly balance reports for City Clerk general ledger accounts. Complete P-Card log for purchases when necessary. Facilitate check requests.

• Cemetery (5%): Create cemetery deeds and perpetual care bonds for cemetery plots and mail to purchasers. Process changes as requested by cemetery secretary.

• Perform other duties as assigned.

REQUIRED MINIMUM QUALIFICATIONS

Education and Experience:

• High school diploma or GED, with specialized course work in general office practices and computers.
• Minimum of three years of increasingly responsible related experience.
• Possess and maintain a valid Driver’s License.

Necessary Knowledge, Skills and Abilities:

• Working knowledge of computers, including Laserfiche, MS Office software and Internet Explorer software.
• Knowledge of modern office practices and procedures.
• Skill in operation of listed tools and equipment.
• Ability to accurately transcribe meeting minutes.
• Ability to establish and maintain effective working relationships with industry professionals, internal City staff and the general public.
• Ability to communicate effectively both verbally and in writing.
• Ability to handle stressful situations.

In evaluating candidates for this position, the City may consider a combination of education, training and experience which provides the necessary knowledge, skills and abilities to perform the essential duties of the position.

TOOLS AND EQUIPMENT USED

Standard office equipment such as phone, voice mail, personal computer, copy machine, fax machine, 10-key calculator, typewriter, scanner and service counter audio/video recording system.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk, use hands to finger, handle and operate objects, tools or controls and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds unassisted, and to lift and move up to 40 pounds with assistance.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Work mainly takes place inside in an office environment but may occasionally require the candidate to travel outdoors between various buildings, requiring exposure to the elements typical of Wisconsin, which may include rain, snow and extreme heat.

The noise level in the work environment is moderately quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interview, background and reference checks and job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.