Recording Secretary

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Description

**Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified. The position could possibly close at any time.*** Under the supervision of the Elections Director, performs general secretarial and stenographic functions, including taking, preparing and distribution of minutes for the Board of Commissioners meetings including committees, task forces, and other meetings where a quorum of commissioners is present or as directed. Assists customers at the counter, by telephone and email, by responding to inquiries related to all records of the Clerk's Office.

Essential Functions

1. Records minutes of meetings by use of recording equipment and handwritten notes.

2. Transcribes and proofreads minutes.

3. Sends draft minutes to proper recipients by established deadlines.

4. Prepares and distributes packets of information for the meetings of the Board of Commissioners.

5. Maintains and updates public notice boards for the various Boards and Commissions that the County Clerk is responsible to in compliance with the Open Meetings Act.

6. Sets up and manages webinars to ensure accessibility for hybrid participation at any meeting for which the County Clerk is responsible for minutes, across Ingham County in a variety of locations.

7. Responsible for the transportation, setup, functionality, and tear down of recording and meeting technology.

8. Manage online archive of meeting minutes, audio and video recording files meeting board-established deadlines.

9. Assists in the creation of social media and informational graphics on topics relevant to the County Clerk's job functions in the areas of elections, vital records, and other civic responsibilities.

10. Assists with election preparation, including, but not limited to, proofreading and typing, programming and testing ballots, tabulators, ADA compliant machines and accessories.

11. Manages election-related mail, faxes and emails, relating to voter requests including, but not limited to processing and distributing requests for Permanent Absent Voter Ballot Applications, Voter Cancellations upon Death, election-related communications, and voter cancellation notices.

12. Assists with training sessions for poll workers for elections. Assists with training sessions for candidates and treasurers on campaign finance.

13. Indexes vital and election records for future access. Enters data in computer-based systems and retrieves information to respond to inquiries.1

4. Receives campaign filings and assists with the review of such documents for errors and omissions. Assists with maintaining campaign filings index and the preparation of notification letters.

15. Represents the County Clerk at various events to register voters, staff the County Clerk, and other various event-related functions.

16. Assists the Elections Director in his/her role as liaison to municipal clerks including but not limited to the distribution of election-related material, conducting post-election audits, assisting with election material inspection and maintenance sessions.

17. Uses a variety of software programs to provide secretarial support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing outgoing mail and other clerical functions.

18. Provides counter assistance and assists with clerical duties necessary in processing concealed weapons permits. Receives, analyzes for errors and if applicable, processes concealed weapon permits by checking for proper documentation and completeness. Typing and responding to related inquiries at the counter and via other forms of communication.

19. Receipts cash, check, credit/debit cards; balances tills; and other money handling duties as necessary.

Other Functions:

• Performs other duties as assigned.
• Travel to meetings of the Board of Commissioners, including committees, task forces, other meetings where a quorum of commissioners is present or as directed. Also travel to meetings that the Clerk is a statutory or constitutional member of, or has an obligation to support. These meetings include, but are not limited to the Ingham County Board of Commissioners, any of the Board-created Committees, the County Apportionment Commission, the County Election Commission, the Board of Canvasssers, and the Plat Board.
• Must adhere to departmental standards in regard to HIPAA and other privacy issues, as it relates to work with confidential documents and applications.
• During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her .
• Ability to meet deadlines in a timely manner, change focus on projects as needed and multitask.

• Dependable and regular attendance required.
• Ability to handle stressful situations on an occasional basis

• Ability to maintain excellent customer service during stressful situations

(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

Employment Qualifications

Education: Bachelor's degree Experience: A minimum of one-two years' experience as a Recording Secretary or equivalent experience. Experience preferred in graphic design, customer service, social media management, and/or meeting/event facilitation. Other Requirements:

• Must be able to obtain State of Michigan Election Certification within 6 months of hire date
• Must be able to be commissioned to serve as a Notary Public. Employer would be responsible for the cost of acquiring commission, including the surety bond fee.
• Must be able to work in a fast-paced environment managing multiple deadlines and projects.

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this . The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria)

Requirements and Working Conditions

Working Conditions:

• This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
• Periodic physical exertion beyond that which is typical in an office setting is expected due to the maintenance requirements of County records and the transportation of meeting-related equipment.
• This position requires Mandatory day and evening hours, often with an irregular schedule.

Physical Requirements:

• This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
• This position's physical requirements require little to no stamina in in all other physical requirements listed above.
• This position's physical requirements require continuous stamina in in sitting, standing, climbing, typing and enduring repetitive movements of the wrists, hands or fingers.
• This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above.
• This position's physical requirements require the ability to use a step ladder to access files, supplies, and office equipment.
• This position occasionally requires the ability to work in confined spaces with cramped body positions.
• This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
• This position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to read fine detail and writing and numbering of documents and case files.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress.

(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.) December 2021 MC 05

This position is benefited and is subject to the Managerial Confidential group manual. Ingham County offers a wide range of benefits to support you in your career.