Job description

JOB DESCRIPTION

JOB TITLE: CLERK II ORIGIN DATE: 05-1994

REPORTS TO: COUNTY CLERK/ELECTION OFFICER REVISION DATE: 02-2023

DEPARTMENT: COUNTY CLERK/ELECTION OFFICER DEPARTMENT NO #: 10-21 DIVISION: N/A JOB ZONE: 4.0 to < 6.0

CLASSIFICATION: NON-EXEMPT

I. JOB SUMMARY: This is a non-exempt full-time position. Working under the general supervision of the County Election Officer and Deputy Election Officer. Ensure all elections are conducted in compliance with state and federal laws. Responsible for providing direct support to the Deputy Election Officer.

The roles, responsibilities, job functions, knowledge, skills and abilities set forth herein may be revised from time-to-time in order to comply with federal and state laws, departmental needs and the changing requirements for this position.

II. PRIMARY DUTIES

a. Voter Registration

· Maintain voter registration rolls on a daily basis including adds, changes, deletes and corrections. Scan all registrations, party affiliations, confirmations, obituaries, returned mail, proof of citizenship documentation and attach to ELVIS software files and mail required notifications.

· Work with the GIS/Mapping Department to maintain and update maps providing for annexations and or street file changes and redistricting.

· Maintain voter registration rolls using yearly maintenance lists i.e.: NCOA, Interstate Cross Check and the SSA Master list.

· Work with the Secretary of State, County Attorney and the County Election Officer to meet all legal requirements of the voter registration laws and regulations as needed.

b. Elections

· Plan, prepare and organize all elections for the County.

· Prepare election calendar and candidate filing packets each year, including shared district information from surrounding counties.

· Process, verify and track candidate filing petitions for county and state.

· Determine supply and equipment needs including ordering and organization of equipment.

· Reserve polling locations, plan for delivery and pick up of voting equipment.

· Prepare and maintain an Election Training Manual. Notify election board workers of training and assist in election school classes.

· Prepare information needed in constructing and designing the ballot with the assistance of the Election Technician.

· Work with Election Officer to determine number of ballots and equipment needed for each polling location.

· Prepare, mail and process advance ballots being mailed and returned to the election office.

· Provide Election Day support for election board workers, prepare election office for receiving supervisor supplies and oversee the election process and staff.

· Prepare the required documentation and reconciliation reports for the canvass of the election including processing any provisional ballots. Assist the County Election Officer with the canvass.

· Maintain the county abstract for all elections.

· Post-election credits in the voter history file in the ELVIS software system.

· Provide constant monitoring of all proposed legislative changes related to elections and consult with County Election Officer.\

III. MISCELLANEOUS DUTIES

a. Assist with Homestead Tax Refund filings.

b. Provide customer service in person or by phone as needed.

c. Provide information for record requests from the public, Justice Department, Secretary of State, Governmental Assistance Office, etc.

d. Attend required training and educational sessions to ensure proper legislative changes are applied to the election process.

e. Duty to maintain a positive work atmosphere by acting and communicating in a manner so that employee gets along with customers, citizens, coworkers and management.

f. Being pleasant, respectful and civil with others on the job and displaying a good-natured, cooperative attitude.

g. Maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

h. Obligation to be reliable, responsible, dependable, and fulfill duties.

i. Must show up for work on a regular and predictable basis as scheduled

j. Other duties as assigned.

IV. QUALIFICATIONS

a. Must be bondable.

b. Must be a registered voter per K.S.A. 25-2804.

c. Two years of general office/clerical experience required. Experience should include duties involving general clerical, bookkeeping and data processing. Persons in this position are expected to have acquired sufficient knowledge and experience to be performing the job at a competent level after 18 months employment in the position.

V. EDUCATION: High school diploma, G.E.D. or equivalent required.

VI. KNOWLEDGE: Acquire knowledge of statutory requirements pertaining to the Election Office. Must have the ability to receive, interpret and follow verbal and written instructions. Required to read, write and speak English fluently with the ability to speak a foreign language helpful.

VII. SKILLS

a. Operation of basic office equipment, computers, election and ballot tabulation equipment.

b. Problem solving; must have ability to solve practical problems involving a mix of variables.

c. Decision making; moderate decision making occurs in this position. Most duties follow prescribed procedures.

d. Supervisory (direct/indirect);provide indirect supervision or advisory supervision as needed.

e. Financial/Budgetary Accountability;handle moderate volume of cash transactions. Minor input involving the budget process.

f. Interpersonal; frequent contact with the public and other department personnel and staff. Requires tactful, professional and high-level negotiating skills.

g. Working Conditions; will be required to work overtime necessary during the election cycle to meet deadlines and required services. No adverse working conditions exist in this position.

h. Physical Requirements;Infrequent requirement to store and retrieve documents and cartons weighing up to 55 pounds, extending from floor level to 84 inches in height. Requires sufficient visual acuity to read and write and operate office equipment. Requires sufficient hearing level when assisting the public and communicating with others directly or by telephone.

· Employees hired after August 2018: Lyon County/City of Emporia (Company) understands that a job analysis is being completed in compliance with the American’s with Disabilities Act (ADA). One of the outcomes of the job analysis is the determination of one or more job specific tests that will either qualify or disqualify the post-offer or post-employment (fit for duty) candidate for the position. For the Classification Series of LYON COUNTY/CITY OF EMPORIA: OFFICE PERSONNEL: The Company representative hereby acknowledges the following as valid physical requirements:

1. Employee lifts/carries 50 pounds occasionally (less than 33% of the time or 1-100 times per day).

2. Employee lifts/carries 25 pounds frequently (34%-66% of the time or 100-500 times per day).

3. Employee lifts/carries 10 pounds constantly (67%-100% of the time or over 500 times per day).

4. Employee’s position requires pushing a maximum force of 5 pounds.

5. Employee’s position requires pulling a maximum force of 5 pounds.

· SAFE LIFTING CRITERIA:

1. Floor to knuckle: 45 lbs.

2. 12” to knuckle: 45lbs.

3. Knuckle to shoulder: 22.5 lbs.

4. Shoulder to overhead: 22.5 lbs.

5. Carry: 45 lbs.

6. Push: N/A

7. Pull: N/A

This job description has been examined for compliance with the Americans with Disabilities Act (ADA) and the Fair Labor Standards Act (FSLA).

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

By Signing below, I am certifying that I have read and understand the job description. I also attest that there is nothing in this Job Description that precludes me from performing any of the aforementioned duties with or without reasonable accommodation.

Signature Date

Printed Name _____________________________________

Lyon County Representative Signature

Job Type: Full-time

Pay: From $17.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
All customers are required to wear a mask.

Work Location: In person

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