Elections and Recording Manager

Salary : $89,481.60 - $119,870.40 Annually

Location : Salem, OR

Job Type : Full-time Regular

Job Number : 007-2025-1

Department : Clerk's Office

Opening Date : 02 / 19 / 2025

Closing Date : 3 / 4 / 2025 11 : 59 PM Pacific

FLSA : Exempt

Bargaining Unit : 02

Marion County requires on-site work. Remote work is not available.

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 DUTIES

The 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 RECEIVED

Works under the general supervision of the County Clerk who ensures conformance with all federal, state, and county practices, policies and standards.

SUPERVISION EXERCISED

Exercises 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.

Typical Duties - Duties include, but are not limited to the following

• 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.

Requirements for the Position

EXPERIENCE AND TRAINING

PREFERENCES

SPECIAL REQUIREMENTS

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough 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.

PUBLIC SERVICE LOAN FORGIVENESS

Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP

Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR

A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR

You can request copies of your military service record through the National Archives website at

Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.

Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

For a summary of benefits, For a complete and detailed overview of the benefits package for management and supervisory employees, , and select Management Benefits from the left menu or Management Employees from the page links.

Benefits are defined based on position and are approved by the Marion County Board of Commissioners.

In order to receive credit for your supplemental questions, your answers must be supported by details in the education and / or work experience section of your application form. "See resume" is not an acceptable answer. Do you understand this statement?

Indicate how many years of full-time work experience you have in elections, licensing and records management. (One year of work experience is equal to 2080 hours.)

Please specify the place(s) of employment where you gained the work experience listed in the previous question. Write NA in the box if this question does not apply to you. Experience listed in this answer must be supported by the work experience section of your application. "See resume" is not an acceptable answer.

Indicate how many years of full-time supervisory work experience you have. Supervisory experience must include primary (not just input into) responsibility for hiring, coaching, training, performance evaluations, and termination of employees. (One year of work experience is equal to 2080 hours.)

Please specify place(s) of employment where you gained the supervisory work experience listed above. Write NA in the box if this question does not apply to you. EXPERIENCE LISTED IN THIS ANSWER MUST BE SUPPORTED BY THE JOB DUTIES LISTED IN THE WORK EXPERIENCE SECTION OF YOUR APPLICATION. "See resume" is not an acceptable answer.

Describe your experience and approach to collaborating with your supervisor. Provide examples of how you've worked together to create or implement changes in policies and processes.

Required Question

Salary : $89,482 - $119,870