The County is an equal opportunity employer. The County shall, upon request, provide reasonable accommodations to otherwise-qualified individuals with disabilities.

This job description is intended to reflect core areas of responsibility and a candidate’s knowledge and skill set needed to complete those functions; the employee will be required to perform additional duties as the needs of the employer requires. This job description does not constitute an employment agreement between the employer and employee.

Job Title: Election Assistant/Deputy Clerk
FLSA Status: Non-Exempt
Department: Clerk & Recorder/Elections Office
Reports to: Clerk & Recorder/Election Administrator

Work Unit Overview:
The Election Assistant/Deputy Clerk assists with maintaining voter registration information and administering elections; and aid in the preservation of the records of Beaverhead County.

Job Summary:
Elections Assistant: The Elections Department is responsible for the administration of Federal, State, County, City, school and special district elections in the County according to Federal and State election laws. The Election Assistant is responsible for processing voter registration, assisting with the preparation and conduction of elections, organizing election judge training, and certifying petitions for inclusion on the county ballot. Duties include collecting accurate voter information; processing registrations, changes, and deletions; ensuring adequate election supplies are on hand; scheduling election judges; preparing and distributing official election registers; coordinating absentee voting; providing support to the canvassing board; verifying and certifying submitted petitions; and other duties associated with the elections process.

Deputy Clerk: The County Clerk and Recorder’s Office preserves the records of the County. The Election Assistant/Deputy Clerk will assist with the recording, scanning, and indexing of deeds, mortgages, surveys, mining work, resolutions, military and various other documents. The department also files birth and death records, federal tax liens, tax sales, notices of action, attachments, judgments, executions, and other miscellaneous documents. The Deputy performs a variety of administrative tasks in support of department functions, such as preparing correspondence, responding to information requests, managing filing systems, and maintaining records at a maximum level of efficiency for the benefit of public accessibility.

Essential Functions (Major Duties or Responsibilities):
These duties are the essential functions and are not all-inclusive of all duties that the employee will perform.

• Election Assistant:
  • Register voters, process changes of address, and cancellations, and modify district assignments as appropriate. Updating registrations as necessary.
  • Respond to public inquiries by telephone, in writing, or at the counter concerning general elections activities.
  • Answer questions regarding Montana elections laws, campaign disclosure forms, filing deadlines, and requirements for filing nomination papers.
  • Organize election judge training. Schedule election judges for all precincts.
  • Receive and file Oaths of Office and Nominating Petitions for Office, and various other candidate forms; maintain records of initiative petitions being circulated; and verify signatures on initiative petitions according to County policies and laws.
  • Assist with preparation of ballots for printing to ensure appropriate layout according to applicable laws.
  • Monitor and maintain inventories of election supplies.
  • Generate voter registers, prepare poll books, compile ballots, polling-place instructions, and other supplies for each precinct. Assemble, pack, and deliver precinct supplies as needed.
  • Conduct and monitor absentee voting.
  • Monitor the security of election records, ballot boxes, voting equipment, and other items used in the election process.
  • Attend workshops, seminars, and educational sessions to keep updated on practices, procedures related to the election process.
• Deputy Clerk:
  • Perform routine clerical and administrative work answering phones, taking messages, receiving the public, entering data, and word processing.
  • Compose professional correspondence.
  • File birth and death records, federal tax liens, notices of action, attachments, judgments, executions, and other miscellaneous documents.
  • Record, scan, and index deeds, mortgages, surveys, resolutions and other documents. Assist in monitoring land transfer documents, certificates of survey and subdivision plats.
  • Process realty transfer certificates and make them available to the Department of Revenue.
  • Provide timely and courteous customer service. Provide directions, instructions, and explanations regarding a variety of issues related to the function of the Clerk and Recorder’s Office.
  • Maintain strict confidentiality of information.
  • Assist the public in their efforts to search county public records by directing them to the appropriate location for physical records.
  • Process all monetary transactions efficiently.
  • Attend workshops, seminars, and educational sessions to stay updated on Clerk and Recorder’s Office procedures and changes in the law.

Physical Demands and Working Conditions:
The demands and conditions described here are representative of those the employee must meet to perform the essential functions of the job.

• While performing the duties of this position, the employee will regularly be required to sit, stand, walk, bend, stoop, climb, lift, push and pull.
• The employee must be able to stand for long periods and lift up to 40 lbs.
• Specific vision required by this job includes both up close and distance vision.
• The majority of work takes place in the office and at election sites; there is occasional travel to locations in the county in all types of weather conditions.
• The noise level in the office varies.
• There will be frequent interaction with the public.

Supervision Exercised:
This position does not regularly supervise other county staff, but my provide lead-worker supervision by assigning tasks, reviewing and monitoring assigned tasks, and resolving work problems.

Job Requirements:
Knowledge, Skills, and Abilities:
The job requires knowledge of state and county election laws, rules, and procedures; local geography and corresponding voting precincts; records management; research methods; customer service techniques; and the ability to communicate effectively, verbally and in writing.

The job requires skill in using standard office equipment such as computers, phone systems, copiers, and scanners. Proficiency in composing professional correspondence is critical. Various clerical tasks, proof-reading, troubleshooting problems in the election process, making presentations, actively listening, and using independent judgment to solve problems are necessary.

This job requires the ability to type a minimum of 45 wpm, be cross-trained to handle all duties of the Office, accurately process documents in a timely manner, work under stress, pay attention to detail and accuracy, and adhere to standards of confidentiality. The employee must be able to follow verbal and written instructions. The employee must be able to establish effective working relationships with fellow employees, supervisors, and other county department staff and the public.

Customer Service:
The employee must be able to communicate information effectively to customers with a positive attitude, which may include conflict resolution, listening and communication skills, and the ability to de-escalate conflict.

Teamwork:
Teamwork is a crucial element of working in the Clerk and Recorder’s Office/Election Office. It requires colleagues to work well together in various situations. Employees must be willing to cooperate and resolve conflicts using individual skills and constructive feedback despite any personal conflict between individuals.

Education and Experience:
The job requires education equivalent to a high school diploma. Two or more years of college are preferred, along with experience working with the public. Experience in general office procedures and computers, along with Microsoft Word, Outlook, and Excel are required. Experience with election procedures, title companies, or real estate is also preferred, but not required.

Job Performance Standards:
Evaluation of this position will be based primarily upon performance of the preceding requirements and duties. Examples of job performance criteria include, but are not limited to, the following:

• Performs assigned duties
• Checks documents for completeness and accuracy
• Effectively waits on the public in person, by phone, and e-mail
• Accurately indexes and records documents
• Accurately processes weekly receipts
• Demonstrates knowledge of applicable state laws and procedures
• Effectively deals with stressful situations
• Adheres to standards of confidentiality
• Handles correspondence in a timely manner
• Competently conducts voter registration procedures
• Maintains accurate and timely records
• Communicates constructively with the public
• Observes assigned work hours
• Demonstrates punctuality
• Establishes and maintains effective working relationships with fellow employees, supervisors, and the public

Beaverhead County Clerk & Recorder
Supplemental Question

Since some records in our office are entered in large ledger books; neat and easily readable handwriting is very important. Please answer this question on a separate piece of paper and attach it to your application packet. This should be handwritten (either printed or in longhand) and kept to 1 page or less.

“How would you handle an irate client who is upset as a result of an explanation or directive that we have given them?”

To Apply please submit a completed Application, Supplemental Question, Resume and 3 References To:

Stacey Reynolds, Clerk & Recorder/Election Administrator
2 S. Pacific St #3
Dillon, Mt 59725
sreynolds@beaverheadcountymt.gov