Ventura County

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Elections Records Technician III - Intermittent

at Ventura County

Pay: $16.9966 to $23.7692/hour
$16.9966 - $23.7692
Posted: 9/27/2019
Job Status: Part Time,Contract/Temporary
Job Reference #: 2540651

Job Description

Overall Job Objective

Description


The Elections Division of the County Clerk-Recorder's Office conducts elections as required by law. The Elections Division conducts all Federal, State, County, School and Special District elections in the county, as well as general municipal elections for all 10 Ventura County Cities.
In anticipation of the March 3, 2020 Presidential Primary Election, the Elections Division of the County Clerk-Recorder's office is seeking to fill 5 TEMPORARY INTERMITTENT positions to perform a variety of ballot processing, customer service and data entry functions in support of the Presidential Primary Election. Depending upon voter turnout and job assignment, term of employment may range from several days to several months.
Intermittent employees perform temporary work and are paid on an hourly basis. Employees work "on call": that is days and hours worked may vary from day to day; and, evening and weekend work may also be required. Intermittent employees are not regular county employees and are not eligible for county benefits.

Under general supervision, performs records management support duties for the County Clerk-Recorder, Elections Division. Requires compliance with federal, state, and local laws, codes, statutes, and ordinances in the tracking, indexing, filing, classification, coding, storage, security, retrieval, disposition of official records, and conduct elections.

This position performs advanced journey level technical work that is focused on independence of judgment and action; latitude for interpretation in the specialized and complex legal requirements; and may serve as a specialist or lead person over lower level Records Technicians.

The ideal candidate is a detail-oriented professional with excellent organizational, time management, interpersonal and communication skills; is computer literate; possesses excellent multi-tasking skills with the ability to work effectively with rapidly changing priorities in a timely manner and with a high degree of accuracy; the ability to perform public speaking; and ability to address public inquiries, with courtesy, tact, and diplomacy, under occasional stressful public contact, consistent with department rules, practices and protocols.

Incumbent work as Elections poll worker recruiters and trainers, i.e., they will be responsible for the recruitment of all poll workers for the geographical area of the County, with each area consisting of approximately 75 precincts, with five (5) or six (6) Poll Workers per precinct and an additional 18-20% cancellation replacements (approximately 410 people); and responsible for coordinating, scheduling, and conducting Poll Worker classes, with class sizes ranging from 35-200 people at various sites throughout the county.

PAYROLL TITLE: Records Technician III

Examples Of Duties

Duties may include but are not limited to the following:

  • Assists with outreach/recruitment of poll workers; and coordinates, schedules and conducts Poll Worker classes.
  • Serves as a resource person, trainer or back-up floater to maintain control files of matters in progress and expedites completion by integrating knowledge of the unit's operations and functions.
  • Assists the public and representatives from outside agencies in completing forms and explaining rules, regulations, and procedures.
  • Reviews and examines documents and records for completeness, accuracy, and compliance with multiple guidelines (e.g., legal, accreditations, quality assurance and procedures.) 
  • Prepares a variety of elections document files, creates, organizes and maintains systems for official records using alphabetical, numeric, and alphanumeric systems for easy access, preservation, filing, storage, and retrieval.
  • Utilizes computer systems and paper documents and abstracts and classifies a variety of data from case files in accordance with complex standards to serve multiple purposes.
  • Helps resolve complaints and problems and exercises tact and discretion, particularly regarding the release or suppression of confidential information.
  • Responds to written inquiries from the public including legal representatives on rules interpretation or justification for actions taken; and performs special projects as assigned.
  • Performs related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE
Considerable experience in the examination of official documents/ records which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:
 
One (1) year of experience as a Records Technician II in the area of specialty (i.e., elections records/processes); OR

Any combination of education, training or experience equivalent to two (2) years of clerical experience performing journey level technical work examining a variety of materials for completeness, accuracy, and identification of subject matter requiring:

  • knowledge of complex codes and statutes
  • as well as operational procedures governed under different statutory codes

    Successful completion of an accredited records management course in the area of specialty may be substituted for six (6) months of specialized experience.

    NECESSARY SPECIAL REQUIREMENT
  • Must be willing and able to travel throughout Ventura County
  • Must be willing and able to work overtime, evenings, weekends and holidays as scheduled, or on short notice.
  • Must be willing and able to focus for extended periods of time performing repetitive tasks.
  • Must be willing and able to speak in front of large audiences.
  • Must be able to possess and maintain a valid California driver license.

    DESIRED
  • Intermediate proficiency/skills in Microsoft Word, Excel and Access.
  • Recruitment and training experience.
  • Excellent communication skills.
KNOWLEDGE, SKILLS and ABILITIES

Thorough knowledge of: records management principles, practices and techniques; document types, forms, and recordation requirements; standard nomenclature, indices and classification systems used for recordation; functions, policies and procedures applicable to work assignments; laws, rules and regulation governing the recordability and retention of documents/records; database management systems, and assigned software such as Microsoft Office, Excel, Word, Access, Adobe Professional, and the internet.

Working ability to: understand, apply and explain laws regarding the release of information and documents; operate office equipment such as computers, printers, and reproduction machines; perform simple mathematical calculations; deal tactfully and courteously with a wide range of individuals including stressful contacts with irate persons; work effectively within the constraints of specific deadlines and time frames; maintain confidentiality of restricted information; recognize deviations from accepted formats or codes; communicate effectively orally and in writing; and  speak in front of large audiences.

Recruitment Process

FINAL FILING DATE: This recruitment is accepting applications on a continuous basis until sufficient applications to meet business needs are received, and may close at any time; therefore, it is to your advantage to apply as soon as possible. First review of applications is anticipated to occur on or around September 19, 2019. Subsequent reviews will be conducted bi-weekly until sufficient applications are received to meet business needs.


To apply on-line, please refer to our web site at www.ventura.org/jobs.  A paper application can be obtained by calling (805) 654-5129.  Our address is: County of Ventura, Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009. 

Applicants must provide sufficient information under the Education/Work experience portion of the application and supplemental questionnaire in order to determine eligibility.  A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted in lieu of the application.

NOTEIf presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible.  If interested, please click here for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam AT THE TIME OF FILING. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.  Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAMINATION - 100%: A job-related written exam will be administered to test applicants' knowledge of data comparison for accuracy, verifying names and numbers, filing, mathematics and reading comprehension. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.  

Candidates successfully completing the examination process may be placed on an eligible list for a period of six (6) months. The list established from this recruitment will be used to fill present and future temporary, intermittent, and extra-help vacancies for this position or similar position only in the County Clerk-Recorder's Office.


BACKGROUND INVESTIGATION:  A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is required for this position.

For further information about this recruitment, please contact Karen Gill by email at karen.gill@ventura.org or telephone at (805) 654-3611.