Election Coordinator - Clerk's Office (Open-Competitive)

City of Livonia, MI; Livonia (MI); On-site; USD 62,000 - 70,000; Full time

Job summary

City of Livonia is seeking an Elections Clerk to manage elections within the Clerk’s Office. You will maintain the Qualified Voter File, input voter registrations daily, coordinate ballot orders with the vendor, and issue and process absentee ballots.

The role requires two years of Clerk’s Office experience with election procedures and Michigan laws, plus proficiency with Windows 11 and MS Office, and the ability to lift up to 50 pounds.

Qualifications

• High school diploma or equivalent required.
• Two years in a Clerk’s Office with election procedures and Michigan election laws within past five years.
• Two years of experience with Michigan Qualified Voter File within past five years.
• Knowledge of project management, equipment, inventory control, and time management.
• Knowledge of election laws at city, state, county, and federal levels.
• Experience with Windows 11 and Microsoft Office applications.
• Experience tracking grant funding expenses for staffing and equipment.
• Experience with Liberty Vote equipment and electronic pollbooks.
• Detail oriented with good organization and communication skills.
• Ability to lift and carry election equipment and supplies between 20 and 50 pounds.

Responsibilities

• Maintain the Qualified Voter File (QVF) for Michigan.
• Coordinate input of voter registrations and daily QVF Inbox updates.
• Create and maintain correspondence with officials regarding each election.
• Coordinate verification of ballot rotations and ballot orders with vendor.
• Issue and process absentee ballots.
• Track election workers and assign to Early Voting and Election Day work.
• Prepare election worker training, assignments and payroll.
• Program election equipment and coordinate testing before Election Day.
• Assist in preparing election materials and equipment documentation.
• Process and oversee absentee ballots; manage inventory and ordering.

Skills

Project management

Inventory control

Time management

Election laws

Windows 11

Microsoft Office

Grant funding tracking

Liberty Vote equipment

Electronic pollbooks

Detail oriented

Communication skills

Education

High school diploma or GED

Tools

Liberty Vote equipment

Electronic pollbooks

Job description

$61,817.60- $69,638.40 Annually

• Starting salary: $61,817.60
• After Six Months of Successful Employment: $65,873.60
• After One Year of Successful Employment: $67,204.80
• Maximum salary is achieved after three years of employment

NOTE: Annual salary adjustments may also occur based on collective bargaining agreements.

Under the general supervision of the Deputy Clerk and/or City Clerk, an employee in this classification will be responsible for all duties and procedures required for elections conducted in the City of Livonia.

Illustrative Examples of Work

• Maintenance of the Qualified Voter File (QVF) of the State of Michigan
• Coordinate input of voter registrations and ensuring QVF Inbox is updated daily
• Create and maintain correspondence with State, County, School District and City officials regarding each election
• Coordinate verification of ballot rotations and preparation of ballot orders with vendor
• Issue and process absentee ballots
• Coordinate and maintain accurate database of election workers and assign election workers for Early Voting, Absentee Counting Boards and Election Day
• Prepare and coordinate election worker training, assignment and payroll
• Program election equipment and coordinate testing prior to Election Day
• Assist in production of equipment documentation and Election Day materials
• Process and issue oversee absentee ballots
• Maintain inventory and responsible for ordering election equipment and supplies
• Prepare and coordinate delivery of election materials and equipment to voting precincts
• Responsible for completion and conclusion of reports and necessary paperwork on election night
• Responsible for election canvass materials
• Maintain election information files as requested
• Responsible for election-related Account Payable invoices and tracking of grant funding expenditures (as needed)
• Responsible for providing responses to election-related Freedom Of Information Act requests
• Receive and process filing documents from candidates seeking to run for office
• Assist in all other general clerical functions needed in the Clerk’s Office when requested
• Perform other related duties as assigned.

An employee in this position will be required to work hours in excess of a normal 40-hour work week in preparation of all election cycles.

By the closing date of the announcement, applicants must

1. Be a citizen of the United States or resident alien with the right to work in the United States; and
2. Have a high school diploma or a valid equivalency certificate; and
3. Have a minimum of two years of work experience within the past five years working in a City or Township Clerk’s Office with election procedures and Michigan election laws; and
4. Have a minimum of two years of work experience within the past five years working with the Michigan Qualified Voter File; and
5. Have extensive knowledge and experience with project management, including maintaining equipment, inventory control, and time management; and
6. Have knowledge and experience following election laws, policies and procedures at the City, State, County, and Federal levels; and
7. Have extensive knowledge and experience with Windows 11 and Microsoft Office applications; and
8. Have work experience tracking grant funding expenses applicable to staffing and equipment; and
9. Have work experience with Liberty Vote Equipment and State of Michigan Electronic Pollbooks; and
10. Be detail oriented with good organization and communication skills; and
11. Be able to lift and carry election equipment, devices, and/or supplies between 20 and 50 pounds.

PARTS OF EXAMINATION AND WEIGHTS

Written Test - 50% Interview - 50%

NOTE: Candidates must pass the Written Test and the Interview to be placed on the eligible list.

Knowledge of

• Business English, spelling, punctuation, and arithmetic
• Modern office practices and procedures
• Ordinances, policies, and procedures relative to areas of work assignment
• Procedures relating to Michigan election laws and experience working with the Qualified Voter File, Liberty Vote equipment, and electronic pollbooks

Skill in

• The uses of standard office equipment

Ability to

• Read comprehensively in order to obtain pertinent information
• Pay attention to detail and close clerical work
• Make moderately complex arithmetic computations rapidly and accurately
• Follow instructions and established procedures in doing routine work
• Make clear explanations of ordinances, policies, and procedures in area of work assignment
• Interact with the public and fellow employees in a courteous and tactful manner
• Lift election devices and supplies up to fifty (50) pounds

NOTE: At the time of appointment, applicants are required to pass a pre-employment medical examination conducted by a physician authorized by the City of Livonia.

PURPOSE: The purpose of this examination is to establish an eligible list to fill current, future, regular, and/or temporary vacancies.

PROBATIONARY PERIOD

Appointees must satisfactorily complete a six-month probationary period before the appointment will be considered regular.