Deputy Clerk Coordinator-Elections

DESCRIPTION

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**Applications are reviewed regularly, and hiring may occur early in the recruiting process. Individuals are encouraged to apply immediately. **

COMPENSATION & BENEFITS:
0-3% Merit upon successful completion of the probationary period and 0-3% annual merit increases thereafter based upon evaluation score.
Benefits include:

• No Nevada state income tax. Did you know that Nevada is one of the states in the US that does not have a state income tax? This means that if you live or work in Nevada, you get to keep more of your hard-earned money. This is a significant advantage that makes Nevada stand out from other states.
• Retirement: Participation in the Nevada Public Employee Retirement System is (PERS), 33.5% employer-paid. This sets us apart from other employers. Employees do not contribute to FICA and the County exclusively contributes 100% to your retirement account.
• Vacation: Accrued at the rate of 4.6154 hours per pay period, or 120 hours per year (increase with years of service).
• Sick Leave: Earned at the rate of 3.6923 hours per pay period, or 96 hours per year.
• Holidays: 12 paid holidays per year.
• Health Insurance: County provides medical, dental and vision coverage for employees and dependents with co-payment by employee dependent and/or family status.
• Deferred Compensation: The County has a voluntary deferred compensation program
• Recognition Programs
• Annual Gym Membership
• Employee Assistance Program (EAP)
• Stable, friendly/family environment .Fosters internal talent with training/educational programs and encourages career advancement.
• Douglas County is a drug, alcohol and smoke-free workplace.

ESSENTIAL FUNCTIONS

• Assists with conducting of elections and processing election documents; registers voters, keys voter data into computer, and other election related duties as assigned.
• Assists in coordinating election database setup and testing, and verifying petitions.
• Maintains voter registration database, conducts voter file purges, prepares required reports for the Secretary of State, and maintains voter history files.
• Maintains military, overseas, and regular absentee voter database, to include issuing, verifying, and tabulating absentee ballots and performing absentee ballot reconciliation.
• Prepares and distributes election-related pamphlets, brochures, instructional guides, advertising and promotional materials; may maintain Clerk-Treasurer’s website.
• Maintains the Polling Worker databases; assists with assigning precincts to polling locations, ensuring that poll sites are handicap accessible, fully supplied, and operationally prepared for election-day activities.
• Assists the general public, customers, and/or County employees, on the telephone or in person; answers questions, explains rules, policies, and procedures, and provides information as appropriate; resolves complaints in an efficient and timely manner, referring matters requiring policy interpretation to supervisor for resolution.
• Provides lead direction, training and work review to assigned staff, including recruiting, training, and leading large volumes of temporary election workers, at multiple voting locations.
• Performs a variety of general office support duties such as organizing and maintaining various files, typing correspondence, reports, forms, and specialized documents, and proofreading and checking materials for accuracy, completeness and compliance with departmental policies and regulations.
• Prepares reports and summaries of activities; ensures accurate and timely completion of transaction records for associated agencies and County Departments.
• Performs duties of the Deputy Clerk (in either the main or the satellite office) as needed, such as answering inquiries on the phone and at the public counter; handles fictitious firm files, marriage licenses, notary bonds, dog licenses, and minister certificates; accepts passport applications and outdoor festival permits.
• Organizing, researching, coordinating and maintaining election files and data bases.
• Preparing clear and concise reports, correspondence and other written materials.
• Using initiative and independent judgment within established procedural guidelines.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
• Organizing own work, setting priorities and meeting critical deadlines.
• Dealing successfully with the public, in person and over the telephone, including relations which are confrontational or strained.
• Monitors departmental activities, production, efficiency and quality control; makes recommendations for policy and procedural improvements and assists in the implementation of such improvements.
• Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:
High School diploma/GED; AND four (4) years of administrative/clerical experience and/or elections experience; OR an equivalent combination of education, training and experience.

Required Knowledge and Skills
Knowledge of:

• Use of specified computer applications including word processing and involving the management of databases or spreadsheet files and the development of special report formats.
• Business arithmetic.
• Financial record keeping and bookkeeping practices and techniques.
• Standard office practices and procedures, including filing and the operation of standard office equipment.
• Record keeping principles and practices.
• Correct business English, including spelling, grammar and punctuation.
• Techniques for dealing with the public, in person and over the telephone.
• Federal, Nevada State and County election laws, codes, regulations and procedures.
• Computer applications, particularly related to election operations.
• Repair and maintenance of electronic computer voting machines.
• Techniques for dealing with a variety of individuals from various socioeconomic, ethnic and cultural backgrounds, in person and over the telephone, including relations which are confrontational or strained.

• Planning, directing and reviewing the work of others on a project or day-to-day basis.
• Training others in policies and procedures related to the work.
• Performing general office and financial support duties.
• Interpreting, applying and explaining laws, rules, regulations, policies and procedures.
• Reviewing and resolving varied office administrative problems.

• Driver’s License.

• Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
• Employment is contingent upon successful completion of background/screening.
• Douglas County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant’s Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.

Overview of Douglas County Benefits
Disclaimer: Douglas County provides benefits to full time employees. Benefits are prorated for some part time positions (depending on job). Some part time positions may provide no benefits.

No Nevada State income tax.

Retirement – Public Employees' Retirement System of Nevada
Douglas County contributes 33.50% of an eligible Regular Member and 50% of an eligible Police and Fire Member's salary for retirement. Deferred Compensation Plans – Employees can participate in the VOYA Retirement Plans, which is funded by the employee.

Paid Leave
12 paid holidays per year. Generous paid leave accrual's including 96 hours sick annually, begin accruing 120 hours annual leave each year. Administrative leave of 5 days or 3 days annually applies to some positions. Please refer to our leave policies https://www.douglascountynv.gov/687/Policies-Procedures
or relevant labor agreement https://www.douglascountynv.gov/688/Labor-Contracts
for more information.

Health Insurance
The County has rich benefits plans to choose from: Preferred Provider (PPO) and Health Savings Account (HSA) with supplemental benefits to include: prescription plan, dental plan, vision, life insurance opportunities, cancer insurance, and disability insurance. Benefit eligibility is the 1st of the month following 30-day waiting period or 60 days, depending on the position. For more detailed information on the Health Insurance you may refer to our website located at: https://www.douglascountynv.gov/693/Employee-Benefits-Information
for more information.

Compensation
Douglas County's compensation system is based on Pay for Performance wherein employees are eligible for annual performance evaluations. The current structure consists of merit increases up to 3% on a qualifying employee's anniversary and Cost of Living Adjustments based on the Consumer Price Index during the first pay period of each fiscal year. The COLA will be up to 5% depending on the CPI each year. Additionally, eligible employees can be recognized for outstanding performance, above and beyond the call of duty, and receive additional compensation through the Recognition of Excellence Program.



2024