Elections Coordinator​/Administrative Assistant to Clerk

Under the general direction of the Township Clerk, coordinates all phases of the election process. Performs a variety of administrative functions, such as correspondence for, overseeing, and implementing execution of decisions by the Board of Trustee meetings. Provides administrative support to the Township Clerk and other employees of the Clerk’s office.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the level and/or class of this position.

• Assists the Clerk with overseeing daily department operations and implementation of office policies and procedures to reflect changes in local, state and federal laws. Provides guidance and training to Clerk’s staff on daily operations within the Clerk’s department to ensure compliance with local, state and federal regulations. Coordinates Clerk’s office procedures.
• Assists the Clerk in coordinating all Township Board meetings. Duties include, but are not limited to, preparing and distributing the meeting agenda, processing applications, review and receipt of required documentation, assembling information and materials for inclusion in Board packets, coordinating room arrangements, performing follow-up correspondence on action items arising from the meeting, and preparing meeting minutes.
• Assists the Clerk in coordinating all Township elections in accordance with the procedures established by Michigan Election Law. Coordinates the purchase, preparation, assembly and distribution of updated election materials. Prepares necessary testing materials and completes the testing of equipment. Coordinates and schedules polling locations, ensuring compliance of ADA requirements. Issues and receives nomination petitions for the election process, reviewing all documents for accuracy and completeness.
  
  Coordinates the collection of election results, ensuring strict security measures are followed according to Michigan State Laws.
• Assists in the appointment of Election Inspectors and maintains an eligibility database. Coordinates training material and trains election recruits. Assigns workers to precinct boards, instructs, supervises, and oversees work while maintaining election standards. Maintains all election files and records according to Michigan State Law.
• Prepares and publishes public information including, but not limited to, special meetings/public hearings, legal notices, advertising, items for sale and postings for personnel matters in accordance with legal deadlines.
• Performs administrative duties in support of the Clerk’s office, such as maintaining department files and procedures, making equipment and software recommendations, ordering office equipment and supplies, corresponds on behalf of the Clerk, recording documents at the County Clerk’s office, issuing permits and processing licenses (tax abatement, no trespassing, peddlers, alcohol and street closures, marihuana), and assisting in preparing contractual materials and Requests for Proposals.
  
  Conduct bid openings, maintains clerk and election website.
• Provides courteous and accurate information and responses to community members with questions, issues and/or concerns in person, in writing or by phone, refers individuals to outside organizations as appropriate. Informs Clerk when the situation warrants his/her attention.
• Coordinates Election Commission Meetings, and provides supporting documents.
• Assists Clerk in setting the Clerk and Election budgets. Helps ensure department stays on track with the budget during the year.
• Assists Clerk with setting the Clerk and Election budgets, as well as help ensure department adheres to established budget. Assists with implementing and maintaining departmental budgetary controls and monitoring department spending for both the Election and Clerk’s office budgets.
• Maintains purchase and expenditure information for all election related material in order to apply for reimbursement and grants.
• Coordinates department Voter Registration work as it…