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HomeMy WebLinkAboutChief Deputy/Office Supervisor - Auditor JEFFERSON COUNTY JOB DESCRIPTION Position: Chief Deputy/Office Supervisor- Auditor Department: Auditor Annual Hours Worked: 2080 Exempt Salary System: Grade 17 HIPAA: Level 2 FLSA: Exempt-Administrative UNION: Exempt Adopted: Human Resources Manager t -e L Approved: April 2015 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Persons in this position are responsible to the elected Auditor for planning, organizing g and directing administrative and office support activities of the Licensing, Recording, Elections and Accounting divisions of the office including routine to complex job functions in compliance with RCW 36.22. 1.2 This position may, by statute, perform all acts that the Auditor is authorized to perform in the absence of the Auditor. 2.0 SUPERVISION RECEIVED 2.1 Persons in this position are given significant discretion, within the scope of policy and regulations, in the routine performance of their duties; supervision and guidance are received from the elected County Auditor. 3.0 SUPERVISION 3.1 Coordinates activities of personnel in the Elections, Recording Licensing and Accounting Divisions of the Auditor's Office. Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. 4.0 SPECIFIC DUTIES AND RESPONSIBILITIES 4.1 Officially represents the Auditor in daily divisional operations to provide services related to the functions of the office. Also represents the Auditor at meetings with other County departments and/or agencies, and citizens as directed. 4.2 This position is cross -trained to be utilized as needed in all functional areas of the office. 4.3 Applies knowledge of RCWs and WACs as they pertain to the Licensing, Recording, Election and Accounting divisions. Understands and accurately applies standard operating procedures as formulated by the State Recording Committee, Department of Jefferson County Job Description: Auditor's Office, Chief Deputy/Office Supervisor Page 2 of 4 Licensing, Secretary of State's Office, State Auditor's Office, Department of Revenue and the Federal Government. 4.4 Prepares statistical information to compile reports to assist the Auditor in compiling reports and applications. Assists the Auditor in preparation of budget for the Licensing, Recording, Election and Accounting divisions. 4.5 Assists the Auditor in the development, establishment and management of departmental programs, policies, guidelines,procedures, reforms, modifications and new programs including new systems, new technology, paperwork management, workflow procedures, productivity, efficiency, economies and compliance with local and State legislative intent; administers office rules and those of the County; identifies areas of improvement and takes appropriate action. 4.6 Oversees programming and testing of ballot layout and the ballot counting system to verify the accuracy of election results; documentation and forwarding of each test to the Secretary of State's Office with certification and the preparation of reports for individuals and the media. 4.7 Trains extra help on new procedures and systems. Checks and approves work products of the extra help and coordinates schedules to meet election cycle deadlines. 4.8 Assists Auditor in setting departmental goals, objectives and deadlines as established by election law. 4.9 Assists in coordination of junior taxing districts and school districts regarding future ballot measures. 4.10 Coordinate with vendors to order and schedule the printing of the ballots,proofing the ballots, and the delivery of the ballots within the proper deadlines. 4.11 Assist in responding to election related questions to the general public, media, candidates, elected officials and junior taxing districts and communicating with the press to provide public service announcements and necessary legal advertisements for election related items. 4.12 Assist Elections Division with creation of all required documents and software changes for new junior taxing districts or annexations thereto of existing districts by reviewing legal descriptions, creating petitions,reviewing same for legal sufficiency and authenticity and reports to the Board of County Commissioners as required by law. 4.13 Meets with Auditor on as needed basis to monitor work priorities and special needs within the office to be sure all State regulations (RCWs and WACs) are being followed and procedures analyzed. Aid and monitor employee replies to the public to ensure they follow the intent of the law. 4.14 Perform other tasks as directed. Jefferson County Job Description: Auditor's Office, Chief Deputy/Office Supervisor Page 3 of 4 5.0 REQUIRED KNOWLEDGE SKILLS AND ABILITIES 5.1 Ability to learn multiple proprietary systems for running elections including EIMS for voter registration and Unity for the ballot counting/preparation duties. 5.2 Knowledge of all computer systems andabilitytoon g co p y ms stay current all upgrades and procedural changes in the hardware and software required for each division of the office. 5.3 Ability to be detail oriented. A high level of proficiency in understanding and applying State election laws and procedures is required with the ability to retain certification with the Secretary of State's office through continuing education. 5.4 Ability to read and interpret documents such as safety rules, operating and maintenance instructions andprocedure manuals. Abilityto write routine reports and correspondence. P P Ability to speak effectively before groups of customers or employees of organization. Ability to issue written and oral instruction. Ability to communicate technical and complex information to individuals and small groups. 5.5 Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to illustrate and interpret bar graphs. � 5.6 Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 5.7 Cognitive ability to accurately search columns of numbers in small print for errors, data entry and related purposes. 5.8 Ability to utilize specialized election equipment and related test equipment necessary to perform required duties. 5.9 Ability to use typewriter, computer terminal, personal computer and software, calculator and other office equipment which may be acquired. 5.10 Ability to implement and maintain sound organizational practices. 5.11 Ability to maintain a high standard for accuracy, completeness and efficiency in the preparation of reports and budgets. Independent and self-motivated to complete required deadlines while simultaneously completing other tasks. 5.12 While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hand to finger, handle or feel objects, tools or controls; and talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop,kneel crouch or crawl. 5.13 Employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and the ability to adjust focus. Jefferson County Job Description: Auditor's Office, Chief Deputy/Office Supervisor Page 4 of 4 6.0 MINIMUM QUALIFICATIONS 6.1 Associate's degree (AA) or equivalent from two-year college or technical school with an emphasis on business or legal studies and a minimum of five (5) years' experience in clerical work, directly related to the conduct of elections,public recording or auditing functions, including a minimum of three (3) years' experience in progressively responsible clerical positions, including one (1) year of supervisor or lead experience; or equivalent combination of education and experience. Demonstrated successful supervisory and managerial experience is preferred OR Four(4) years of related experience and/or training in another County in Washington State; and a minimum of five (5) years' experience in clerical work, directly related to the conduct of elections, public recording or auditing functions, including or supplemented by a minimum of three (3) years' experience in progressively responsible clerical positions, including one (1) year of supervisory or lead experience; or equivalent combination of education and experience. Demonstrated successful supervisory and managerial experience is preferred. 6.2 Certified under Chapter 29A.04 RCW as Election Administrator to conduct primary, general and special elections. 6.3 Specialized knowledge of the following computer systems is preferred; Legal Recording/Imaging (CRIS+Plus); Washington State Department of Licensing (VFS); Elections (ES&S; and Voter Registration(DFM). 6.4 Valid Washington State Driver's License. 7.0 DESIRABLE QUALIFICATIONS AND ABILITIES 7.1 Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance and improvement. 7.2 Familiarity with tools, instruments, equipment and techniques commonly used in the performance of related tasks. 7.3 Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a calm, professional manner. 7.4 Understands the need for maintaining confidentiality of sensitive information. 7.5 Assure efficient and effective utilization of volunteers and department personnel, funds, materials, facilities and time. 8.0 WORK ENVIRONMENT 8.1 The noise level in the work environment is usually moderate. This job description does not constitute an employment a reement between the employer and Pg employee, and is subject to change as the needs of the employer and requirements of the job.