Primary Responsibility: Oversees, administers and manages the day-to-day activities and operations of the Gilpin County Clerk & Recorders Office. Provides technical and public contact in support of all divisions of the Clerk and Recorders Office. In the absence of the Clerk and Recorder, employee is also responsible for assuming the duties of the Clerk and Recorders Office.
Supervised by: Clerk and Recorder
Supervises: N/A
FLSA status: Non-exempt
Pay Grade: 18 - $26.32 - $36.85
Hiring Range: $26.32 $31.59 per hour DOQ.
Chief Deputy Duties:
- Assists the Clerk and Recorder in assigning, directing and overseeing activities of staff, ensuring adherence to established policies, procedures and standards. Assists employees with implementing new or changed data processing procedures.
- Assists the Clerk and Recorder with routine personnel matters affecting subordinates, including recruiting, hiring, training, mentoring, assigning, evaluating, etc.
- Represents the department by attending meetings and providing input based on expertise and observations, as appropriate.
- Collects appropriate fees as set by statute and documents them according to office procedures. Utilizes the cash register according to county guidelines. Balances cash register drawer per office policy and deposits with Treasurers Office.
- Calculates and completes the office end-of-month report as directed by the Clerk and Recorder.
- Verifies and oversees all necessary records related to motor vehicle transactions, real estate transactions, voter registration and marriage licenses.
- Resolves issues involving customers, financial institutions, and title companies regarding regulations relating to recordation of documents.
- Identifies problems or potential solutions in all divisions in order to assist the Clerk and Recorder in development of policy or new procedures for more efficient operations.
- Keeps Clerk and Recorder informed of status of functions within the department.
- Maintain high degree of confidentiality of information consistent with Federal, State and local rules and regulations.
Election Duties
- Prepares and plans for current and future election cycles.
- Researches and provides verbally, or in correspondence, information on election regulations, procedures and policies to voters, election officials, candidates and any other entity requiring assistance.
- Assists the Clerk and Recorder with entity development, district participation, ballot set-up and design, and voting system equipment statutes and rules.
- Assists the Clerk and Recorder in programming and verification of the election set up in the election management software application and the vote tabulation system.
- Ensures compliance with Secretary of State rules regarding election database security and governance.
- Ensures compliance with Federal, State and local election laws, policies and procedures.
- Oversees the proofing and editing of paper, machine, auditory and text ballots.
- Oversees the testing of all paper ballots upon receipt and electronic voting equipment ballots upon creation.
- Coordinates mail-in, early voting and vote centers election cycles according to Colorado Revised Statutes and rules. Oversees the planning and organizing and training of election judges and staff. Conducts classes as required.
- Coordinates the development of mail-in, early voting, and Election Day voter process manuals including but not limited to: emergency voting, voter processing of ballots and provisional ballots.
- Redesigns any election processes that have changed through legislative actions as approved by the Clerk and Recorder.
- Oversees all areas of mail-in, including but not limited to: ballot applications, outgoing mail-in ballots, incoming mail-in ballots and signature verification.
- Assists the Clerk and Recorder with ordering and designing forms, ballots and envelopes in accordance with the Secretary of State rules.
- Provides election cycle support and assistance to staff and election judges while they perform their assigned election duties.
- Works with staff and election judges to guarantee smooth set-up, operation and break-down of all voting locations.
- Assists the Clerk and Recorder in developing a Security Plan to be approved by the Secretary of State and ensures compliance.
Additional Job Duties:
- Works in all divisions of the Clerk and Recorders Office as necessary. Learns every aspect of motor vehicle, recording, elections, marriage licenses, passports and all other functions of the office.
- Assumes duties of Clerk and Recorder as required.
- Oversees maintenance and repair of computer equipment, other equipment and supplies.
- Performs other duties as assigned by the Clerk and Recorder and any duties needed to stabilize an emergency situation.
- Attends trainings, conferences and webinars as necessary to learn new procedures.
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Qualifications for Success:
- Computer knowledge: Microsoft Office, including Word and Excel with the ability to learn new programs such as Tyler Recording programs, SCORE program, ENR (Election Night Reporting) program, Dominion Voting Systems program, DRIVES program, county email, Novatime, Centreview and Open Gov.
Ability to:
- Organize work, set priorities, meet critical deadlines and follow up on an assignment.
- Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English; listen; deal with people beyond giving and receiving instructions; and speak to people with confidence.
- Establish and maintain courteous and effective working relationships with employees, the public and other agencies. Requires the ability to deal with people beyond giving and receiving instructions.
- Read a variety of correspondence, forms, reports, statutes, etc.
- Apply rational systems to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists and to interpret a variety of instructions furnished in written and oral form.
- Prepare, analyze and successfully conduct meetings and provide input.
- Plan, organize and administer Clerk and Recorder services and activities.
- Plan and direct the work of staff engaged in carrying out generalized and specialized functions of the office.
- Interpret an extensive variety of information in various formats.
- Adapt to accepting responsibility for the direction, control or planning of an activity.
- Negotiate, organize, direct, supervise, formulate practices and make final decisions.
- Perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.
- Make evaluations or decisions based on judgmental criteria.
- Exercise considerable tact, courtesy and discretion in frequent contact with public officials at various levels of authority and influence as well as the general public.
- Experienced in the resolution of customer service problems.
- Ability to multi-task, be flexible and pivot between job tasks as needs arise is essential for this position.
Any combination of experience and education that would likely provide the required abilities, knowledge and skills as determined by Gilpin County may be substituted for the requirements above.
Education:
- Education: Associate of Arts Degree in Business or related field preferred.
Experience:
- Two years of general office experience required.
- One year of previous supervisor experience preferred.
Certifications:
- Must possess FEMA IS100 and IS700a within six months of employment.
- Must possess a valid Colorado Driver’s license without any restriction due to driving record. Must also be able to drive a county vehicle.
- Ability to obtain:
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- Training by the Secretary of State’s Office concerning the State of Colorado Revised Statutes, Title 1, election laws and other relevant statutory references to the election process; Secretary of State rules and regulations as directed by statute; Federal election laws as applicable including, but not limited to, The Help America Vote Act of 2002 and the National Voting Rights Act of 1993; thorough understanding of election cycle statutes and rule.
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- Colorado Election Official certificate within the first 6 months of hire.
Mental/Physical Demands:
- Reach, grasp, handle, stoop, kneel, and bend in order to place and retrieve stored information such as files, forms, reports and equipment.
- Physically operate a variety of equipment such as computers, typewriters, copiers, facsimile machines, document cameras, microfilm/microfiche readers and printers, etc.
- Exert up to 25 pounds of force occasionally, and/or up to 10 pounds frequently or constantly to move objects.
- Concentrate and pay close attention to detail with frequent breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.
- Perform without additional assistance, all physical movements necessary for office administration.
Hours: Office hours are from 8 am to 4:30 pm Monday through Friday. Evenings and weekends mostly at election time.
The above statements are intended to describe the general nature and level of work. They are not intended to be an exhaustive list of requirements, duties and responsibilities. Gilpin County provides reasonable job-related accommodations for disabled persons. Must pass drug screen and pre-employment screening.
Benefits for Full Time Employees:
Paid Holidays: Gilpin County provides 13 paid holidays per calendar year. An employee will be paid eight (8) hours per holiday.
Vacation: The first year of employment, (based on the anniversary of the hire date) full-time employees shall earn 3 hours of paid vacation leave bi-weekly. After that time, leave shall accrue as follows:
Two through five years – four (4) hours each bi-weekly pay period.
Six through ten years – six (6) hours each bi-weekly pay period.
Eleven years and more – eight (8) hours each bi-weekly pay period.
Full-Time employees are encouraged to take their earned vacation leave each year. At the end of the last pay period in December, each regular full-time employee’s accrued vacation leave hours will be reduced to 208 hours and will be carried overed into the next calendar year.
Sick Leave: Full-Time employees shall accrue four (4) hours of sick leave each bi-weekly pay period. The maximum sick leave that may be accumulated by such an employee is 600 hours.
Personal Leave: Full time employees will receive 30 hours of personal leave per year. Personal time cannot be rolled over to the following year and will not be paid out. Personal time will be added to employees balance the first pay period of the new year. Employees hired throughout the year will receive personal time on a pro-rated basis, based on the quarter year that they are hired. Q1 30 hours, Q2 22.5 hours, Q3 15 hours, Q4 7.5 hours.
Medical Plans: Gilpin County offers two medical plans with Kaiser and United Health Care. Gilpin County offers a Health Reimbursement Account (HRA) for all employees to cover co-pays, deductibles, and other medical expenses. This HRA card will have $3,000.00 on it for an individual or $6,000.00 for a family. Both plans have a max out of pocket for $1,000 individual or $2,000 per family after the use of the HRA card.
United Health Care cost monthly:
Employee Only Employee and Spouse Employee and Child(ren) Employee and Family
$0.00 $21.00 $15.74 $31.50
Kaiser Permanente cost monthly:
Employee Only Employee and Spouse Employee and Child(ren) Employee and Family
$0.00 $21.00 $15.74 $31.50
Dental Plan: Gilpin County offers dental coverage through Delta Dental. Individual deductible at $50 and family deductible at $150. In network and at a PPO provider coverage for preventative and diagnostic services are covered 100%, basic services covered at 80%, major services at 50%, and ortho covered at 50% with a $2,000 max. The plan offers a “Right Start 4 Kids” plan that covers children up to their 13th birthday at 100% with no deductible. Annual max out of pocket for this plan is $2,000.
Delta Dental costs monthly:
Employee Only Employee and Spouse Employee and Child(ren) Employee and Family
$0.00 $14.00 $52.20 $70.20
Vision Plan: Gilpin County offers vision coverage through VSP. In network coverage includes copays at $10, $175 per pair of either one prescription eyeglasses or contacts yearly and discounts on Lasik.
VSP Vision costs monthly:
Employee Only Employee and Spouse Employee and Child(ren) Employee and Family
$0.00 $3.60 $3.80 $6.20
Retirement: Gilpin County offers a mandatory 401(A) plan as well as optional 457b or 457 Roth plans. You are immediately 100% vested day 1 into your retirement accounts. The mandatory 401a plan requires that you contribute 5% and Gilpin County will match 5% into your retirement account. The optional 457b plans may be started, stopped, and changed anytime during your employment
Life Insurance: Gilpin County provides at no cost to you a $50,000 life insurance policy for yourself. Supplemental employee coverage in increments of $10,000 with a max of $500,000. Supplemental spouse coverage in increments of $5,000 with a max of $150,000. Supplement child(ren) policy with a benefit amount of $10,000 per child. Guarantee issue amounts of $100,000 for employee, $20,000 for spouse without having to complete evidence of insurability valid during new hire enrollment.
Short-Term Disability: Short-term disability pays 60% of your earnings with a max of $1,000 per week for up to 11 weeks. Benefits begin on day 15 and your first two weeks you will have to cover with sick or vacation time.
Long-Term Disability: Long-term disability kicks in after 90 consecutive calendar days of a qualified disability. The plan will pay 60% of your earnings with a max of $5,000 monthly.
Long Term Care: In the event that you are injured and need to be treated at a care facility, Gilpin County provides coverage at no cost to you. The plan provides up to $2,000 per month, and up to 3 years in a facility. If you would like to add supplements coverage for a greater amount per month or a longer term, supplemental coverage is available for you to purchase.
Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!
Gilpin County Parks & Recreation Discount: You will receive 20% most services such as childcare, leagues, rentals, gym memberships, in house classes but does not include contract classes.
Benefits for Part Time and Temporary Employees:
Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.
Retirement: As a part time or temporary employee you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.
Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!
Gilpin County Parks & Recreation Discount: You will receive 20% most services such as childcare, leagues, rentals, gym memberships, in house classes but does not include contract classes.
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