Records Management Analyst / Election Specialist

Plymouthtwp; Plymouth (MI); Híbrido; USD 43.000 - 48.000; Jornada completa

Descripción de la vacante

The Charter Township of Plymouth seeks a Records Management Analyst / Election Specialist to oversee township-wide records retention, imaging, and disposal while supporting election operations and licensing activities.

Under the Deputy Clerk, you will ensure compliance with state and federal retention rules, manage the QVF and AV processes, support FOIA requests, and provide high-quality service to residents with strong organizational skills.

Formación

• Bachelor's degree in business, management, public administration, records management, or related field preferred; or five (5) years of full-time municipal government experience primarily in records management.
• Valid Michigan Driver's License with an acceptable driving record.
• Minimum one year of records management/retention experience preferred; prior experience working in a municipal Clerk’s office preferred.
• Must obtain within 6 months of hire: DTMB Retention and Disposal Training, Bureau of Elections Accreditation, and Notary Certification.
• MiPMC certification within 3 years.
• Experience with Michigan FOIA and elections administration preferred.
• Superior organizational skills, sound independent judgment, and ability to take initiative with minimal supervision.
• Strong aptitude for reviewing materials and applying legal/regulatory guidelines fairly and consistently.
• Professional, tactful public interaction skills and a collaborative, service-oriented approach.
• Working knowledge of federal CDBG document retention requirements and DTMB record retention schedules under Michigan statute.

Responsabilidades

• Records Management: expert guidance on retention; manage township-wide records systems.
• Maintain records inventories and develop retention schedules with DTMB.
• Catalog agreements, easements, and legal documents as directed; ensure compliance with retention rules.
• Ensure records comply with federal/state laws and build logs of township documents.
• Draft budget recommendations for imaging projects and digital storage; present to Clerk/Board.
• Pursue technology improvements for records management and identify process improvements.
• Elections: maintain Michigan QVF, coordinate Absentee Voter Counting Board, assist with AV ballots.
• FOIA and Board Support: assist with FOIA responses and meeting materials; minutes where needed.
• Administrative & Customer Service: maintain filing systems; assist with business registrations and licenses; generate surveys and reports.

Conocimientos

Organizational skills

Communication skills

Public service

Self-starter

Educación

Bachelor's degree in business, management, public administration, records management, or related field

Descripción del empleo

CHARTER TOWNSHIP OF PLYMOUTH

Records Management Analyst / Election Specialist

Job Description

Issue Date: September 22, 2026 FLSA: Non-Exempt Representation: TPOAM Union EEO Classification: Professionals Reports to: Township Deputy Clerk Working Title: Associate Clerk Wage Range: $31.31 to $34.79. Pay rate commensurate with years and level of experience working in a Clerk's office.

Job Summary

The Records Management Analyst / Election Specialist provides Township-wide physical and digital records management, including retention, disposal, and organization, for the Clerk's Office. This position also manages election-related data, including the Election Inspector database and assignments, and maintains online licensing forms and surveys. Additional responsibilities include assisting with FOIA processing, performing limited supervisory functions, and serving as the Township's subject-matter expert on records retention and expertise in Election procedures, policies, laws and regulations.

This position works under the direction of the Deputy Clerk and Township Clerk, exercising independent judgment across multi-task clerical and administrative functions. It provides direct support and coordination to the entire Township Clerk's Department, including maintenance of official records, voter registration, and the conduct and integrity of elections. Candidates for the position must possess good oral and written communication, work collaboratively within the Clerk’s office and externally with all residents of the Township, and be highly organized with a strong focus on attention to details.

Experience, Skills and Abilities

• Bachelor's degree in business, management, public administration, records management, or related field preferred; or five (5) years of full-time municipal government experience primarily in records management.
• Valid Michigan Driver's License with an acceptable driving record.
• Minimum one year of records management/retention experience preferred; prior experience working in a municipal Clerk’s office preferred.
• Must obtain the following within 6 months of hire: DTMB Retention and Disposal Training, Bureau of Elections Accreditation, and Notary Certification.
• Must complete Michigan Townships Association Clerk's Training within 1 year, and MiPMC certification (Michigan Association of Municipal Clerks) within 3 years.
• Experience with Michigan FOIA and elections administration preferred.
• Superior organizational skills, sound independent judgment, and ability to take initiative and be a self-starter with minimal supervision.
• Strong aptitude for reviewing materials and applying legal/regulatory guidelines fairly and consistently.
• Professional, tactful public interaction skills and a collaborative, service-oriented approach.
• Working knowledge of federal CDBG document retention requirements and DTMB record retention schedules under Michigan statute.

The experience, skills and abilities listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities related to the position. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that will be considered along with other job-related selection decisions.

Essential Job Functions

Records Management

• Serves as subject matter expert on record retention, providing guidance to departments on inventory management.
• Maintains and directs Township-wide physical and digital records management, retention, disposal, and organization systems.
• Works with DTMB to develop and periodically update Township-specific retention schedules for records not covered by State General Schedules; reviews and follows State retention guidelines.
• Catalogs and images agreements, easements, resolutions, and consent judgments as directed by Board action, legal counsel, or a superior.
• Ensures records and digital images comply with federal, state, and Township law, including CDBG and other federally funded document retention requirements.
• Builds and maintains logs, databases, and spreadsheets of Township-recorded documents.
• Drafts budget recommendations for imaging projects and digital storage; presents to the Clerk and Board of Trustees as needed.
• Pursues and recommends technology improvements for records management to the Clerk and Board.
• Identify areas for process improvement to create overall efficiency and effective records management.

Elections

• Maintains the Michigan Qualified Voter File (QVF) for the Township.
• Coordinates and trains the Absentee Voter Counting Board; assists the Board in accurately tabulating AV ballots on election day.
• Performs election-related activities including voter registration, precinct setup and training, absentee ballot issuance, and AV ballot signature verification and accounting.
• Assists with all other election and licensing functions as needed.

FOIA and Board Support

• Assists in coordinating the Township-wide FOIA response process.
• Assists in preparing Board meeting agendas and packet materials for regular and special meetings.
• Be available as needed to attend official Township and special meetings and take minutes.
• Provides in a timely manner proposed minutes, resolutions, and other Township documents to meet required deadlines.

Administrative and Customer Service

• Maintains accurate departmental filing systems.
• Assists with business registration, renewals, and ordinance violation processing.
• Generates online surveys and Township-wide records-retention education/compliance materials.
• Handles phone, counter, and written inquiries; refers customers to appropriate staff/departments.
• Serves as a liaison between customers and staff, representing departmental services professionally.
• Produces written communications, spreadsheets, and reports as needed.
• Completes special projects and other duties as assigned.

The preceding functions are intended to describe the general nature and level of work for the position. They are not to be construed as an exhaustive list of all job duties performed by personnel labeled to this classification. The Records Management Analyst / Election Specialist performs other related duties as required.

Physical Demands

LIFT/CARRY

Use of Hands/Fingers Constantly Less than 10 pounds Occasionally

Walk Frequently More than 10 pounds Occasionally

Sit Frequently

PUSH/PULL

Stand Frequently

Reach Occasionally Less than 10 pounds Occasionally

Climb Occasionally More than 10 pounds Occasionally

Squat or Kneel Occasionally

Bend Occasionally

Crawl Rarely

Attendance Requirements

May be required to attend evening meetings and other meetings to provide information to the public and Township boards.