Deputy City Clerk - Elections Specialist

The Deputy City Clerk/Elections Specialist is responsible for the overall administration of all City run elections in compliance with Minnesota Election Laws rules and regulations and serve as a backup for processing business and liquor licenses and compliance with City Code. In addition, the incumbent will perform duties of the City Clerk, including recording and preparing minutes of City Council meetings as needed or assigned.

Scope of Impact:
The Deputy City Clerk/Elections Specialist assists the City Clerk in training and providing work direction of temporary election staff, assists in training election judges who cover the City’s 20 precincts and for providing back-up for official duties of the City Clerk.

• Responsible for staffing council meetings on a rotational basis.

• Registers voters, in compliance with Minnesota election laws.
  1. Answers questions of the public as they relate to voter registration and elections;
  2. Maintains current knowledge of election laws and process by attending training sponsored by Hennepin County and Minnesota Secretary of State.

• Administers elections activities including:
  1. Issues absentee ballots to voters, receives and secures voted ballots, maintains the necessary documentation and reconciles the absentee ballots issued and returned, and prepares absentee ballots for processing at the counting center on election day;
  2. Coordinates health care voting in compliance with Minnesota election law.
  3. Maintains database of election judge data.

• Administers the recruitment and training of election judges including assignment for party balance.
  1. Updates training materials, and processes election judge payroll data in compliance with Minnesota election law;
  2. Coordinates election evening staffing to ensure timely reporting of results;
  3. Maintains database of election judge data.

• Processes applications and assists the public with licenses and permits to ensure completeness including:
  1. Receives and processes new and renewal license applications;
  2. Receives and processes changes to licenses, such as changes in business officers;

• Helps maintain computer database of all City licenses.

• Assists with licensing files in compliance with Edina Code and State Data Practices Act.

• Acts as a Notary Public.

• Performs other duties and activities as assigned.

Minimum Qualifications:
The job requires training beyond high school in writing skills and use of computers and three years of office experience, including experience in working with the public, or equivalent. A valid driver’s license or evidence of equivalent mobility is also required.

Desired Qualifications:
Additional desired qualifications include specialized training or experience in elections or licensing such as the City Clerk Institute. Previous experience in elections as an Election Judge, Absentee Staff, or other election management experience.

Knowledge, Skills and Abilities Required for Successful Job Performance:

• Must possess understanding of Minnesota Election Laws, rules and regulations;
• Knowledge of Minnesota Liquor laws;
• Knowledge of City codes and licensing procedures and requirements;
• Knowledge of MODUS election software;
• Knowledge of Hennepin County voting equipment;
• Proficient in the use of word processing software, spreadsheet software and database software;
• Excellent customer service skills including demonstrated ability to build positive relationships with city staff, licensees and general public;
• Ability to take thorough and accurate notes during public meetings;
• Research, analytical, and problems solving skills;
• Ability to maintain highest confidentiality when dealing with sensitive or private information;
• Ability to answer calls and questions in a clear, pleasant and professional manner;
• Ability to meet members of the public in a tactful, courteous and pleasing manner;
• Ability to communicate effectively in English both orally and in writing;
• Ability to analyze and schedule license administrative tasks to effectively meet code timelines;
• Ability to process multiple tasks at the same time;

Physical and Mental Requirements:

Physical effort is light most of the time but with moderate effort during peak election cycles associated with handling election materials and equipment, with unassisted lifting or carrying limited to 25 pounds intermittently. There are intermittent visits to city precinct locations, some of which are in other areas of the city. During elections there is a high attention to deadlines and detail. Report preparation and writing will at times requires extended use of a keyboard. Work interruptions are frequent.

Working Conditions:

Most work is performed in a normal office environment. Occasional driving or riding is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this job at any time.