What are the responsibilities and job description for the Election Specialist position at Rock County, WI?
Position Summary and Job Duties
60% Provide Election Services:
- Order and gather election supplies to be distributed to Municipal Clerks
- Provide State Voter Registration System Election Services (WisVote) support for 29 municipalities including GIS mapping, updating election districts, election plans and accuracy of records.
- Maintain strong working relationship with Municipal Clerks
- Assist in ballot development and programming.
- Assist in testing of election media and equipment prior to distribution.
- Assist in development of election official training and security chain of custody protocols.
- Prepare for Board of Canvass, Certify Results and properly store elections materials for retention as per state statutes.
- Receive and Review Nomination Papers for county constitutional officers and county board supervisor candidates.
- Develop election information communications for social media
- Keep up to date logs and review Campaign Finance reports for county candidate committees.
- Write and maintain election procedure manuals.
- Assist in election related public records requests.
- Prepare and post/publish election legal notices
25% Provide Counter Service to the Public in the following areas:
- Passport applications and Passport photos as an acceptance agent of the U.S Dept. of State
- Marriage License Applications
- Claims against the County
- Provide Notary Public Services for the Public
- Timber Cut/Intent to Harvest
- Tourism/Hunting Literature
- Distribution of Annual County Directory
10% Provide Administrative Services:
- Answer phone, take messages, handle routine inquiries and provide technical information regarding this offices services as necessary
- Assists the County Clerk in office administration
- Requisition Supplies and monitor budget dollars spent YTD and manage inventory of office supplies and equipment for election related items
- Assists in preparation of County Board Minutes and permanent records
- Prepares documents as required to voucher certificates for payments, borrowing money and apportioning taxes
- Sort, file and order materials necessary to maintain retention of records as required by Federal guidelines, Wisconsin State Statutes and Rock County Policies
- Prepare and post/publish legal notices
- Assist in preparation of annual Resolution for Checks over 2 years old
- File relocation orders, condemnation notices and other records received by statute in an orderly manner
5% Other duties as assigned including ability to prepare, Annual County Directory, monitor webpage for updates, manage updates for social media accounts, oversee accurate records in all areas and manage retention period for each type of record, work with other departments to fulfill requests.
Success Factors (KSA's)
Ability to assist in planning and implementation of new programs and to assist in the training of staff with regard to new procedures.
Ability to maintain complex records and prepare concise and correct reports from the records.
Ability to establish and maintain effective working relationships with other employees, cooperative agencies, other departments and the public.
Skill in communicating effectively, orally and in writing.
Ability to perform a variety of complex clerical tasks
Ability to establish and maintain effective public and working relationships
Ability to maintain accurate and complete records and prepare clear and detailed reports
Ability to operate office machinery of many types
Considerable knowledge of General Computer Software
Considerable knowledge of office management, record keeping and bookkeeping
Strong organizational and social skills are necessary
Keen understanding of Wisconsin State Statutes, County Government Structure and our role within
Ability to adapt to changes environments and willingness to improve through training
Job Requirements, Education, Training & Experience
Graduation from High School with two years formal training in office practices
Five years of responsible office work experience, preferably in a governmental agency
Notary Public (Ability to obtain)
Driver's License
Must be a U.S. Citizen
