ASSISTANT COUNTY CLERK
of Santa Cruz
Under general direction,
assists the County Clerk, to plan and direct all activities associated with
conducting state, federal, local, and special district elections at multiple
locations; to plan and direct the delivery of Clerk Services at multiple
locations including special events, and to maintain
and secure official documents and records consistent with state and federal
mandates. Acts for the County
Clerk in their absence. Perform other duties as required.
This single position classification is the chief assistant to the County Clerk and is responsible
for managing the day-to-day
operations of the County Clerk/Elections Department. This includes oversight of complex elections and County Clerk
functions, at multiple locations. This
class is distinguished from the higher class of County Clerk in that the latter is an elected department head and is responsible for policy direction
and the overall administration of the department. This class is distinguished from the next lower-level class of
Program Coordinator in that the former performs highly responsible and difficult tasks requiring
authoritative interpretation of
complex rules and regulations mandated by federal, state, and local government
codes. A high degree of integrity is
required of the incumbent in working with the media, public agencies,
candidates, elected officials, and the public, as is the recognition that
errors and omissions may have a significant legal impact to the department and
to the County.
- Oversees the planning, coordination, and administration of voter registration activities as well as
all federal, state, county,
school, and special
- Creates the task calendar for all elections, makes staff
assignments, and monitors the timely completion of tasks to meet federal, state,
and local laws, codes, and regulations.
- Oversees ballot creation and layout, coordinates language
translation of multiple ballot types and the County Voter Information Guides.
- Oversees the Vote by Mail Program, including maintenance of the voter roll, verifying signatures on ballot envelopes
and petitions, processing ballot requests and returns, and ensuring the secure
collection of ballots from County drop boxes at multiple locations.
- Oversees establishing multiple Vote Centers, including equipping
Vote Centers, and the recruitment and training of Vote Center Election Officers
for early and Election Day voting.
- Serves as the filing officer for the Fair Political Practices
Commission and supervises all candidate filing procedures,
candidate training sessions, and campaign
disclosures to conform to federal and state mandates
and supervises the issuance and return of all oaths for elected and appointed
- Directs the programming and testing of ballot-counting equipment for each election.
- Supervises Clerk Services such as issuing marriage
licenses, conducting weddings, processing
passport applications and
fictitious business name statements, and administering oaths and certifications.
- Directs continuous improvement of department functions and activities, ensuring an effective, efficient, and modern office.
- Directs all Clerk and Election procedures and practices are
documented and up to date including all post-election canvass and certification
- Provides direct supervision of all employees and develop a plan for all to complete a multiple
course training program so they achieve California Professional Election
Administration certification status.
- Selects, assigns, directs, reviews, and
evaluates the work of subordinate staff.
- Maintains the secure custody of records under the County Clerk's
authority, ensuring compliance with
established government codes, policies, procedures, and records retention
schedules and direct efforts to digitize and index prior year records, and all
records going forward.
- Prepares the annual budget request and estimates for review by
others, monitors compliance, and prepares all required fiscal reports.
- Coordinates strategic initiatives and measurable objectives and
- Forecasts staffing needs for each election cycle and coordinates
the recruitment and on-boarding of Extra Help Election Workers.
- Coordinates Information Services
Department resources and other
technical resources to meet departmental
- Drafts for review, distributes,
and posts press releases, bulletins, prepares, and files legal notices
and directs the departmentís presence on social media.
- Makes presentations to various public
groups and individuals.
- Serves as the County Clerk in their absence.
Thorough knowledge of:
- California Election and Government Codes, current practices and
procedures and the evolving policy and legal framework that mandates voter
registration, elections, referenda, initiatives, recalls, candidate filing, campaign finance, and conflict of interest disclosures.
- Principles and application of
automated data systems for the management of election activities related
to registration, ballot development,
and vote count.
- Practices and procedures
for issuing licenses, fictitious business statements, professional registrations and administering oaths.
- Principles of local government
budgeting and fiscal controls, database and spreadsheet creation, and
basic accounting procedures.
Working knowledge of:
- Principles and practices
of supervision, evaluation, training, and general personnel knowledge,
including organizational controls.
- Accepted modern office practices in document processing, management, digitizing, filing,
- Principles of diversity, equity, inclusion, and leadership.
- Analyze and interpret complex federal, state, and local
government regulations, court decisions and directives that govern the work of
the County Clerk/Elections Department
and explain them to subordinate employees, extra help employees, volunteers, candidates,
and the public.
- Plan, and set work priorities,
develop and track workplans to meet critical deadlines and follow up on
assignments with minimal direction.
- Analyze problems encountered in areas of responsibility, evaluate alternatives, and make sound recommendations.
- Plan, organize, assign,
supervise, and review the work of subordinate staff.
- Plan for, recruit,
train and deploy extra help employees during peak workload.
- Exercise initiative, ingenuity, and
sound judgement to solve difficult administrative and personnel problems.
- Maintain detailed records and prepare concise administrative and technical reports.
- Develop and maintain effective working relationships with
elected officials, the public, staff, and personnel of other agencies.
- Evaluate and develop improvements for the effective and
efficient delivery of internal and external customer services
- Communicate clearly and concisely, both orally and in writing.
- Process a variety
of legal forms and documents in accordance with strict requirements.
Education and Experience:
Any combination of education
and experience, which would provide the required knowledge and abilities, is
qualifying, unless otherwise specified. A typical way to obtain these would be:
- Equivalent to completion of four years of college credits plus
four years of increasingly responsible experience which will provide knowledge
and abilities listed above. Two of
the four years must have been in an
administrative leadership capacity.
- The equivalent of two years of college credits plus six years' experience
in a managerial role or an administrative, or supervisory position in a County department
that conducts elections or in the State of California Elections Division of the Secretary of State's Office.
- Possession of a valid California Class C Driver
License and suitable
- Incumbent must be able to work
long hours, nights, and weekends
as needed to meet operational demands.
Job Category: 01
Comp Code: 0053