Assistant City Clerk - Elections

JOB DESCRIPTIONAssists the City Clerk in the administration, management, planning, coordination and oversight of the City Clerk’s Office as the duties relate to the City’s elections functions, specifically to conduct all federal, state, municipal elections, absentee and early voting periods in accordance with Massachusetts election laws and regulations as well as the Newton City charter; to manage the annual city census in an effort to make a true list containing as nearly as is ascertainable, the name, date of birth, occupation and residency of every person. Carries out the authority of the City Clerk in his/her/their absence. Works with the Assistant City Clerk for Vitals to oversee the daily operations and staff assignments in the City Clerk’s Office including the issuance of various licenses and certificates, data processing, file maintenance, accounts payables and receivables, payroll processing, personnel data maintenance and budget tracking.
Supervision Received: Works under the general direction of the City Clerk, Election Commission and cooperatively with the Assistant City Clerk – Vital Records.


Supervision Given: Supervises employees and poll workers. Responsible for providing direction, planning, and assigning work, coordinating, and training employees of the City Clerk’s Office. Supervise, organize, and coordinate the daily functions of the City Clerk’s Office and monitor the performance of office staff. Assist in the direction, instruction, training, and oversight of staff. RESPONSIBILITIES

• Supervises the Election Coordinator to ensure poll workers are properly trained, scheduled and assigned roles in a timely manner prior to early voting periods and Election Day.
• Perform any office function as directed by City Clerk.
• As required, organize, coordinate, and assign work to staff according to priorities and schedules.
• Periodically check or inspect operations for conformance to standards. Ensure office counter is properly attended and requests, inquiries, questions, and complaints are handled and processed effectively and in a timely manner.
• Ensure all state, local elections, absentee and early voting periods are conducted in an efficient and effective manner.
• Compiles and maintains accurate lists of voters and residents.
• Oversees the procurement of absentee, early voting and official ballots, and all other materials necessary to conduct elections.
• Performs testing of all election equipment and tabulators detecting and reporting on faulty equipment scheduling service as needed by manufacturers.
• Ensures work area(s) and equipment are maintained in a clean, orderly, and safe condition, that prescribed safety measures are followed, that established City and department policies, procedures, rules, regulations, and Massachusetts retention schedules are adhered to.
• Reports improper operations(s) defective materials, and unusual conditions to supervision.
• Works with the Secretary of the Commonwealth’s Election Division to make sure that election laws and regulations are adhered to.
• Works with Police Department, School Department, Public Buildings Department, Department of Public Works, and polling location partners to ensure timely and accurate set-up of polling locations.
• Provide information and technical advice to the City Clerk and Election Commission on elections related matters.
• Supervises the Census Coordinator ensures that the annual city census is conducted in an efficient and effective manner.
• Oversees the procurement of census forms and all other materials necessary to conduct the city census.
• Assist in the direction, instruction, training and oversight of staff and temporary workers on census related matters.
• Follow and adhere to department, City, State and other government rules, regulations, policies, and procedures. Maintain liaison with citizen groups and City agencies.
• Attend and participate in staff, department, or other meetings.
• Attend and participate in staff, department, or other meetings.
• Performs other duties as required and directed.

QUALIFICATIONS

• Bachelors degree and three to five years of related experience and/or training or equivalent combination of education and experience.
• Knowledge of administrative office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing.
• Typing, proofreading and transcription skills are essential parts of this position.
• Must have strong interpersonal, managerial skills and be able to effectively communicate with vendors and members of the public and be able to display patience.
• Must be a Certified Municipal Clerk or obtain that designation within three years of employment.

BENEFITS

• 457 Deferred Compensation plans
• Dental insurance
• Flexible Spending Accounts
• Health insurance
• Metro Credit Union
• Tuition Reimbursement
• City Retirement (Mandatory)
• Direct Deposit
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• Opportunity to serve the public and join a dynamic team of dedicated employees
• Verizon Wireless discount

Posted April 07, 2021




Employment Type Full-time, Exempt




Compensation $61,893 - $63,750




Company City Clerk




Location 1000 Commonwealth Ave, HR Dept., Room 210
Newton, MA 02459
US