Deputy Elections Director – County Clerk

**Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified.  The position could possibly close at any time.***   

Under the broad administrative direction of the County Clerk and the Elections Director, serves as a confidential assistant to the County Clerk and serves as the Deputy to the Elections Director in the Clerk’s office with responsibilities that include the review of filing and petitions, ballot preparation and distribution, computer tabulation, order and providing election supplies, training election workers, certifying election results, and coordinating all other aspects of elections.  Review and determine compliance with campaign finance laws, notify candidates of violations and fines owed.  Implements Election web-based initiatives.  Assists the County Clerk and Chief Deputy County Clerk in fulfilling their statutory duties as Clerk of the Board of Commissioners. Assists with vital records transactions.

1. Coordinates voting activities with cities and townships by providing officials with information concerning the voting process and campaign financing and notifies them of requirements as set forth by law, rules and Secretary of State notices and guidelines.  
2. Develops procedures, policies and standard operating procedures based on current laws and rules to accept election filings, voter registration applications, absent voter ballot applications, and campaign finance documents and ensures timely and accurate processing and review.  
3. Drafts and issues notices of violations, fines, and various other letters and electronic communications regarding elections and campaign finance. Assists with the management of online Campaign Finance database. Completes mailings of proof ballots, certificates of nomination, canvasses, permanent absent voter list applications, etc. Processes incoming permanent absent voter ballot application list applications and distributes information pertaining to those applications as well as deceased individuals to local clerks in a timely fashion.                                                        
4. Collects and assimilates information needed for ballot preparation and assists in completion of the preparation, editing and proofing of ballots generated on ballot printing software. 
5. Acts as backup for all Recording Secretary duties in the absence or vacancy of the Recording Secretary. 
6. Assists in the supervision of temporary elections staff, which includes the hiring, and oversight of dozens of individuals, and assigns and reviews tasks relating to data entry, correspondence, filing, record retention, and election supply fulfillment.  
7. Programs necessary technology to conduct election and coordinates election web-based services, ensures that ADA-compliant voting machines are properly programmed, creates and proofs paper ballots, requests supplies and the printing of created ballots. 
8. Discusses problems, concerns and election law requirements with local clerks, candidates, and the general public. 
9. Consults with the State Elections Bureau regarding election matters. Aids in the planning and organization of the duties and activities of the County Board of Canvassers and the County Election Commission. Staffs the Ingham County Board of Canvassers on the Clerk’s behalf, as necessary. 
10. Compiles orders for all election, voter registration, and campaign finance supplies, including supplies for voting machines.  Verifies billings, distributes supplies to local jurisdictions and maintains inventory. Creates and maintains election materials to be produced in-house for use by local and County Clerks. 
11. Develops forms, documents, informational brochures, and training materials and provides training for election inspectors and candidates. Organizes distribution of materials and supports the hosting of web-based and in-person training opportunities.
12. Generates educational content for the public regarding voting rights, elections, and other informational subject matter that may include written newsletters, press releases, mailings, email notifications, social media content and associated infographics, videos, and images.
13. Responsible for inventory management of confidential election programming materials with local clerks. Also responsible for election records retention per state retention schedule.
14. Performs post-election procedural audits and hand tallies for prescribed elections for local clerks in jurisdictions within Ingham County. as directed. 
15. Compiles costs and bills local jurisdictions for items relating to elections. Maintains an invoice log and records payments as they are received. 
16. Provides assistance to the County Clerk and Chief Deputy County Clerk in fulfilling their statutory duties as Clerk of the Board of Commissioners and other relevant boards and commissions. Assures timely and accurate preparation of minutes. Assures staffing to meetings and records processing, record votes and actions on agenda items. Directs preparation and maintenance of files for all Board actions, including minutes, resolutions, indexing, and completion of special requests as directed by the County Clerk. Maintains resolutions of continuing effect original contracts and resolution files. 
17. Drafts training manuals for election equipment and assists in training poll workers and local election staff on election procedures and equipment.  
18. Trains candidates and campaign treasurers in campaign finance laws and procedures to encourage compliance with the Michigan Campaign Finance Act. Creates and distributes materials and supports hosting of web-based and in-person training opportunities. Attends all necessary trainings and conferences relating to elections as directed by the County Clerk or Elections Director. 
19. In the absence of the County Clerk, Chief Deputy County Clerk, and Elections Director, represents the County Clerk’s Office to the media on election issues and at election-related meetings of various boards and commissions.  
20. Responds to constituent and election official inquiries and determines the best solutions within rules, regulations and County procedures. Coordinates with County Clerk, Chief Deputy County Clerk, and Elections Director on election-related communications. 
21. Receives, analyzes for errors and if applicable, processes various documents relating to the processing of concealed weapon license applications, for proper documentation and completeness.       These include new applications, renewal applications, and emergency applications. Assist customers with completing the Concealed Pistol License application process by taking and submitting fingerprints to the Michigan State Police. 
22. Reviews proposed legislative bills, ballot initiatives, and administrative rules at the County, State and Federal levels. Advises the Elections Director and County Clerk regarding their effects on election administration. 
23. Prepares and organizes data into reports for use in the Clerk’s office and dissemination to officials and general public. Contributes County data to state and national reports. 
24. Supports the Elections Director and Recording Secretary to oversee the technological aspects of meetings for which the County Clerk must maintain the record, including but not limited to software to allow for hybrid meeting availability and audio recordings. 
25. Serves as a backup for the Deputy County Clerk position for some vital records transactions and functions.

 Other Functions:

• Performs other duties as directed and/or delegated by the County Clerk, Elections Director, and Chief Deputy County Clerk. 
• During a public health emergency, the employee may be required to perform duties similar to but not limited to those in their job description
• Must adhere to departmental standards in regard to confidentiality and other privacy issues.
• Ability to meet deadlines in a timely manner, change focus on projects as needed and multitask.
• Dependable and regular attendance required.
• Ability to handle stressful situations on an occasional basis
• Ability to maintain excellent customer service during stressful situations.

 The above statements are intended to describe the general nature and level of work being performed by people assigned this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel 

Employment Qualifications:       

Education: Bachelor Degree required.  

Experience: One to Three years of experience providing a familiarity with the State election laws and election procedures. Experience preferred with computer systems related to that used in the elections process.

Other Requirements: 

• Must be able to work intermittent evenings and extended hours. 
• Must be able to obtain State of Michigan Election Certification within 6 months of hire date. 
• Must have excellent interpersonal and communication skills with an emphasis on customer service.  
• Must be able to resolve disagreements, disputes, or conflicts that assist the customer yet stay within the confines of law and policy. Leads training and educational sessions involving new policies and changes as a result of law.  
• Must be able to perform high quality and complex managerial and bookkeeping functions. 
• Must have excellent computer skills and the ability to learn new systems quickly.  
• Must have excellent time management skills. 
• Must have possession of a valid Michigan driver’s license.  
• Must be free of Federal or State felony conviction as well as any misdemeanors relating to breach of trust, fraud, embezzlement, or dishonesty in carrying out a responsibility involving public trust.
• Must be able to be commissioned as a Notary Public. Employer would be responsible for the cost of acquiring commission, including the surety bond fee.

 The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria. 

 Working Conditions: 

1. This position works in an indoor environment.  There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.    
2. This position is required to travel for meetings and appointments. 

Physical Requirements: 

• This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.  
• This position’s physical requirements require periodic stamina in traversing, climbing, balancing, twisting, bending, stooping/crouching, squatting, kneeling, crawling, lifting, carrying, pushing, pulling, reaching, grasping, handling and pinching
• This position’s physical requirements require continuous stamina in sitting, standing, walking, typing and enduring repetitive movements of the wrists, hands or fingers
• This position requires the ability to use a step ladder to access files, supplies and office equipment.
• This position requires the ability to work in confined spaces with cramped body positions.
• This position performs light work requiring the ability to exert 20 pounds or less of force in the physical requirements above.  
• This position primarily requires close visual acuity to perform tasks within arm’s reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.  
• This position primarily requires medium visual acuity to perform tasks at arm’s reach such as operating machinery, operating vehicles or heavy equipment, performing cleaning tasks, etc.  
• This position primarily requires far visual acuity to perform tasks significantly beyond arm’s reach such as making general observations about buildings, people or situations, etc.  
• This position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress.

(This job requires the ability to perform the essential functions contained in this description.  These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.) 

August 2022

MC 09

Salary : $63,830 - $76,638