Elections and Recording Manager

Company: Marion County
Location: Salem
Posted on: February 21, 2025

Job Description:

Marion County is seeking a highly organized Elections and Recording Manager to join our team. This key role requires a skilled individual who will work closely and cooperatively with the County Clerk to ensure that the Clerk remains well-informed of all critical issues related to elections, voter registration, and recording official county documents. The Elections and Recording Manager will oversee the administration of the county's election processes and ensure the accurate and timely recording of vital records. If you are passionate about public service and thrive in a fast-paced, collaborative environment, we encourage you to apply. You can be vital in shaping Marion County's electoral integrity and operational success.
GENERAL STATEMENT OF DUTIESThe County Clerk's Office is responsible for conducting elections, issuing marriage licenses, recording specified documents, maintaining official records and coordinating the Board of Property Tax Appeal as required by law.The Elections and Recording Manager is responsible for managing the technical and administrative activities of licensing and recording, elections, maintenance of official records, and coordinating the Board of Property Tax Appeals. This individual also serves as the County's Records Officer's designee and ensures that recording activities comply with federal, state and local statutes, regulations and rules. Specific functions include records storage, microfilming and digital imaging operations, retention and disposition scheduling, archival storage and information management.This individual works closely and cooperatively with the County Clerk to ensure the County Clerk remains informed of all critical issues. This individual may also represent the County Clerk in public meetings and presentations.
SUPERVISION RECEIVEDWorks under the general supervision of the County Clerk who ensures conformance with all federal, state, and county practices, policies and standards.
SUPERVISION EXERCISEDExercises supervision over clerical and technical personnel in the County Clerk office, including temporary employees and election board members engaged in elections, licensing and recording microfilm operations while archiving legal documents. Advises the County Clerk with hiring, discipline and dismissal decisions. Conducts performance evaluations, handles personnel issues, and responds to grievances.

• Provide supervision, direction and leadership for supervisory, clerical and technical personnel, including contract employees, temporary employees, and election board workers. Coordinate staff education and training while advising on hiring, discipline and dismissal decisions.
• Responsible for establishing and implementing department policies, procedures, standards and practices to meet departmental goals, objectives and direction set by the County Clerk.
• Responsible for the coordination and management of elections in Marion County, including the oversight of ballot and voter pamphlet layout, design and printing: ballot tabulation, coding and testing; voter registration practices. Responsible for initiative, referendum and recall petition administration; jurisdictional mapping for state redistricting including local precinct and district boundary adjustments and district annexations. Coordinate mailings and conduct ballot tracking with the United States Postal Service.
• Assist in the County Clerk's departmental budget preparation and implementation; determines and validates costs; tracks fees collected for and disbursements made to state and county departments; monitor budget expenditures; and administer the approved budgets for the department.
• Responsible for preparing annual reports for the County Clerk supporting function costing, statutory reporting of elections costs to the Secretary of State, and jurisdictional apportionment and billing.
• Responsible for oversight of record preservation, storage, protection and disaster recovery plans; the compliance of record retention and disposition schedules aligned with federal and state regulations; identifies and projects current and future needs in micrographics, digital imaging, and records storage.
• Act as program manager for the Federal Passport Application Acceptance Program; ensure acceptance facility and agent's conformance with federal laws, rules, regulations, and annual training requirements.
• Responsible for negotiating and administering contracts for services, materials and equipment; determining cost feasibility of special projects and implementation of new programs and procedures within established guidelines set by the County Clerk.
• Responsible for ensuring that the County Clerk's office is in compliance with federal and state statutes, rules and regulations; receives reviews and investigates citizen and agency complaints; conducts elector eligibility hearings and investigates potential election law violations.
• Consult with Marion County Information Technology to develop, implement and maintain computer programs and database files used to store track and retrieve information on documents and records; researches new technology to improve process and system efficiency.
• Consult with Federal and State agencies, and the County Clerk to analyze, interpret and apply state and federal statutes, legal opinions, and administrative rules.
• Perform other duties as assigned.
  EXPERIENCE AND TRAINING
• Bachelor's degree from an accredited college or university with five (5) years experience in elections, licensing and records management, which includes at least two (2) years supervisory experience, which may be concurrent; OR
• Graduate degree from an accredited college or university; AND Three (3) years required experience in elections, licensing and records management with at least one (1) year of supervisory experience, which may be concurrent; OR
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.
  PREFERENCES

• Preference will be given for a Certified Recording & Elections Administrator (CRA/CEA) by the Oregon Association of County Clerks (OACC).
  
  SPECIAL REQUIREMENTS
  • Certified Elections/Registration Administrator (CERA) by the Election Center, National Association of Election Officials within 24 months of hire.
  • The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
  • Must possess a current driver's license in the applicant's state of residence and an acceptable driving history. Marion County will obtain a copy of the driving record for all qualified applicants from Driver and Motor Vehicle Services and review the driving record according to the Marion County policy and procedure for Driving on County Business. The policy can be found at: http://apps.co.marion.or.us/APAP/.
  • This assignment is not represented by a union.
  • This is a full-time exempt position, which is not eligible for overtime.
  • Typical Work Schedule: Monday through Friday, days, with flexibility depending upon the needs of the department and program.
    KNOWLEDGE, SKILLS, AND ABILITIESThorough knowledge of Federal laws relating to election administration and recording privacy standards; the Voting Rights Act of 1965 (VRA), the Uniformed and Overseas Citizens Absentee Voting Act of 1986 (UOCAVA), the National Voter Registration Act of 1993 (NVRA), the Federal Voting Assistance Program (FVAP); the Help America Vote Act of 2002 (HAVA); Americans with Disabilities Act (ADA); United States Bureau of Consular Affairs Passport Program rules, requirements, and regulations; Constitution of Oregon; State of Oregon statutes; Oregon Administrative Rules; directives and regulations governing the duties of the County Clerk and proper elections and recording procedures; and principals and techniques of records management; principles and practices of management and supervision; budgeting and fiscal administration.
    Skills to analyze, interpret and apply state and federal statutes, legal opinions and administrative rules; develop and implement cost effective programs, policies and procedures; plan, organize and direct division operations and assigned personnel; prepare and administer an approved budget; communicate effectively both orally and in writing; direct staff in continuous efforts to improve customer service, quality, productivity and effectiveness; incorporate team participation in decision making; respond to changes desired by our customers; establish and maintain cooperative working relationships with staff, the public, private organizations and government agencies.
    
    
    
    
    Compensation details: 43.02-57.63 Hourly Wage
    
    
    
    PIa0c4b8f34a5f-37248-36976199

Keywords: Marion County, Salem , Elections and Recording Manager, Executive , Salem, Oregon