Clerical Aide

City of Marquette; Marquette (MI); On-site; USD 17,000 - 22,000; Part time

Job summary

The City of Marquette is seeking a Clerical Aide – Election Support to join the City Clerk’s office. The role focuses on clerical, secretarial, and records tasks with a special emphasis on election-related duties.

Work will be carried out independently with supervision from the City Clerk and Deputy City Clerk. Key duties include assisting with election operations, absentee ballot processing, voter registration, and preparing election materials and equipment for elections.

Qualifications

• Typing speed of 40 words per minute.
• Ability to follow both oral and written instructions.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain positive working relationships with supervisors, co-workers, and the general public.
• Must respect and maintain the confidentiality of personal records.
• Familiarity with using email and internet.
• Skill in use of computers, as well as word processing, spreadsheets, and other Microsoft Office Suite applications.
• Proficiency in filing alphabetically and numerically.
• Knowledge of the basic aspects of municipal elections and primaries in Michigan.

Responsibilities

• Assist with the routine aspects of election operations and preparation.
• Assist in all aspects of processing absentee ballot applications and related materials.
• Assist in preparation of election equipment, absentee ballots and physical facilities in advance of elections.
• Assist in the voter registration process, both during and prior to election day, including voter registration drives.
• Assist in preparing and conducting post-election audits if required.
• Provide routine clerical support involving the accurate processing of election-related tasks.
• Compile and maintain inventory of election materials.
• Receive and route phone calls and assist customers by providing information for the City Clerk's office.
• Assist in establishing and maintaining files and records on an ongoing basis.
• Assist in the maintenance of various departmental databases.
• Assist City Clerk or staff with researching and compiling information.
• Maintain confidential files.

Skills

Typing 40 wpm

Written & oral communication

Confidentiality

Microsoft Office

Filing systems

Election knowledge

Education

High School diploma or equivalent

Job description

The City of Marquette is looking for the right candidate to support their busy City Clerk's office. The right individual will provide a variety of clerical, secretarial, record-keeping and other support services for the City Clerk's office, with a special emphasis on election-related tasks. Routine assignments are to be carried out independently. General supervision is received from the City Clerk, with assignments also given and received by the Deputy City Clerk. This position provides office support, but the employee’s primary focus will be on election processes.

CITY OF MARQUETTE

Job Description

POSITION TITLE: Clerical Aide – Election Support

REPORTS TO: City Clerk

EFFECTIVE DATE: May 26, 2023

JOB CLASS CODE: Non-Exempt / Part Time

POSITION SUMMARY

Provide a variety of clerical, secretarial, record-keeping and other support services for the City Clerk's office, with a special emphasis on election-related tasks. Routine assignments are to be carried out independently. General supervision is received from the City Clerk, with assignments also given and received by the Deputy City Clerk. This position provides office support, but the employee’s primary focus will be on election processes.

ESSENTIAL DUTIES

• Assist with the routine aspects of election operations and preparation.
• Assist in all aspects of processing absentee ballot applications and related materials.
• Assist in preparation of election equipment, absentee ballots and physical facilities in advance of elections.
• Assist in the voter registration process, both during and prior to election day, including voter registration drives.
• Assist in preparing and conducting post-election audits if required.
• Provide routine clerical support involving the accurate processing of election-related tasks.
• Compile and maintain inventory of election materials.
• Receive and route phone calls and assist customers by providing information for the City Clerk's office.
• Assist in establishing and maintaining files and records on an ongoing basis.
• Assist in the maintenance of various departmental databases.
• Assist City Clerk or staff with researching and compiling information.
• Maintain confidential files.

NON-ESSENTIAL DUTIES

• Performs other related functions as assigned.

MATERIALS AND EQUIPMENT USED

• Computer, telephone, standard duplicating, fax, and computer print equipment.

MINIMUM QUALIFICATIONS REQUIRED

Minimum Education: High School or equivalent

Preferred Education: Post High School, vocational or specialized training

Minimum Experience: 6-12 months clerical and/or office experience

• Typing speed of 40 words per minute.
• Ability to follow both oral and written instructions.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain positive working relationships with supervisors, co-workers, and the general public.
• Must respect and maintain the confidentiality of personal records.
• Familiarity with using email and internet.
• Skill in use of computers, as well as word processing, spreadsheets, and other Microsoft Office Suite applications.
• Proficiency in filing alphabetically and numerically.
• Knowledge of the basic aspects of municipal elections and primaries in Michigan.

PHYSICAL DEMANDS

• Lifting 40 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 10 lbs.
• Frequent sitting, standing and walking.
• Must be capable of using hand(s)/feet for repetitive fine manipulation and operating controls.
• Frequent bending, twisting and reaching.
• Occasional squatting and climbing.
• Ability to communicate orally in a clear manner.
• Ability to distinguish sounds at various frequencies and volumes.
• Ability to distinguish people or objects at varied distances under a variety of light conditions.

This job description should not be interpreted as all inclusive. It is intended to identify the major

responsibilities and requirements of the job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated on this job description.