Deputy County Clerk/Elections Administrator

Newaygo County Careers; White Cloud (MI); On-site; USD 42,000 - 62,000; Full time

Job summary

The Newaygo County Clerk’s office seeks a qualified Deputy County Clerk/Elections Administrator to manage elections, voter registration, and related records in White Cloud, MI. The role emphasizes organization, communication, and attention to detail, with on‑the‑job training available.

Two+ years of admin office experience are preferred; notary certification and state accreditation as Elections Official are required or must be obtained promptly.

Qualifications

• Two or more years of administrative office experience providing familiarity with data processing, basic accounting, customer service and general office procedures.
• Experience working with election management and working in a government office is strongly preferred.
• Notary certification for county purposes only is required.
• State Accreditation as an Elections’ Official must be obtained or maintained.

Responsibilities

• Serves as the primary contact regarding election procedures and trains election officials.
• Maintains integrity of voter registration information and QVF data.
• Coordinates campaign finance reporting for election candidates and ensures deadlines are met.
• Prepares and proofreads election materials and ballots; coordinates voting equipment programming changes.
• Organizes early voting staffing and manages election supplies and recall election procedures.
• Assists with vital records processing and related county records duties.

Skills

Organization

Communication

Detail-oriented

Data processing

Customer service

Education

High school diploma

Associate’s Degree in Business or related field

Job description

The Newaygo County Clerk is seeking an organized, highly motivated individual to fill the Deputy County Clerk/Elections Administrator position. The selected candidate will be responsible for a variety of tasks substantially relating to the management and conduct of elections. They will also be directly responsible for coordinating internal election preparation; maintaining the integrity of voter registration information and programs; creating and managing county election procedures; providing support and training for local election officers; coordinating campaign finance reporting for election candidates; ensuring the accuracy of election results; overseeing recall election activities; and supporting the processing of vital records and accounts payable as needed. Insomuch, the ideal candidate will bring high skill levels in the areas of organization, communication, and detail-orientation to this position. While experience working with elections is strongly preferred, on the job training will be offered.

1. Serves as the primary point of contact regarding election procedures, interacting extensively with local, city and township clerks. Provides support and training for election officials regarding information about upcoming elections. Communicate with the general public concerning procedures to file for public office. Responsible for the intake of candidate filings, verifying the accuracy and completeness of Affidavits of Identity and petition signature requirements.
2. Keeps abreast of changes in election laws and procedures, and continually communicates with election officials, the public and election candidates. Reviews requirements for continuing education and election accreditation.
3. Conducts training for election inspectors as required by law. Creates the training program and develops forms, documents and informational brochures to comply with election law. Must become and maintain accreditation as an election inspector trainer.
4. Compiles campaign finance reporting materials for election candidates along with dates and deadlines. Assesses the timeliness of reporting and calculates any potential fees associated with late filings. Creates and maintains reporting files as required under the Michigan Campaign Finance Act.
5. Collects candidate and proposal information for programming election voting equipment, proofing ballots for accuracy and relaying changes and corrections to the programmer. Orders all elections, voter registration and campaign finance supplies, including supplies for voting machines. Distributes supplies to local jurisdictions and maintains appropriate County inventory. Provides voter registration counts to ascertain ballot quantities.
6. Conducts election audits at the direction of the Bureau of Elections.
7. Assists the County Clerk and Chief Deputy Clerk by maintaining and monitoring recall election laws and procedures and provides assistance in recall situations.
8. Maintains the integrity of voter registration information and Qualified Voter Files (QVF). Processes incoming voter registrations by reviewing them for accuracy and matching information with county property records for compliance with addressing requirements.
9. Coordinates township and county information for new streets and street changes. Completes appropriate forms and makes requests to the Secretary of State to initiate changes. Maintains street indexing on the QVF System.
10. Supports the processing of vital records, including assisting the Deputy Clerk/Vital Records, including responding to customer requests for information, assisting funeral directors, inputting data concerning recorded documents, and retrieving information for office or customer use. Responsible for accurately entering vital record information into various computer programs. Assist customers in the processing of Concealed Pistol License requests. Directs incoming calls to office staff and other units of government, both internal and external as needed.
11. Serve as the Coordinator of the joint early voting site and will be responsible for organizing and monitoring the administrative requirements, including staffing early voting for the municipalities.

Education: High school diploma or equivalent, and advanced coursework in data processing and data management. Associate’s Degree in Business or related field is preferred.

Experience: Two or more years of administrative office experience providing familiarity with data processing, basic accounting, customer service and general office procedures. Experience working with election management and working in a government office is strongly preferred.

Other Requirements:

• Must possess a notary certification for county purposes only
• Must maintain State Accreditation as an Elections’ Official. If not accredited by the Michigan Bureau of Elections as an Elections’ Official, such accreditation must be immediately obtained

All offers of employment are contingent upon passing a background check and drug screening, which includes marijuana.