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CLOSED: Anaconda-Deer Lodge County Seeking Clerk & Recorder/Director of Finance/Elections Administrator

Posted Date: 
November 29, 2017

Position Details

Title:  Clerk & Recorder/Director of Finance/Elections Administrator
Status:  Regular, Full-time, Exempt
Accountable To:  Chief Executive
Closing Date:  December 8, 2017

Summary of Work

Under the broad policy guidance and direction of the Chief Executive, performs administrative and supervision of clerical tasks in recording and certifying all city/county transactions, is responsible for oversight of all financial activities including accounts payable, accounts receivable, budgeting, and payroll, and oversees all city/county elections. 

Job Characteristics

Nature of Work:  This position is involved in coordinating and supervising various clerical tasks to maintain financial records, authorize, review and record city/county financial transactions.  Work is performed in an office setting during normal business hours. 

Personal Contacts:  Frequent contact with the public, computer service and department heads; daily contact with the Chief Executive and moderate contact with Assessor’s Office, Treasurer’s Office and the Commission.

Supervision Received:  Guidance and coordination of tasks with Chief Executive as needed.

Supervision Exercised:  Regularly supervises all staff within the department.

Essential Functions:  This position requires the ability to:  properly maintain accurate financial records and recorded documents; see and read information; analyze and view data; deal courteously with the public; effectively supervise staff.

Areas of Job Accountability & Performance

  • Maintains all recorded documents as required by law.
  • Trains, supervises and assists department employees in their duties.
  • Conducts all phases of election administration.
  • Balances cash drawer.
  • Coordinates and assists auditors.
  • Issues all city/county warrants.
  • Oversees financial transactions for all city/county departments.
  • Posts ledgers.
  • Prepares monthly departmental budget reports.
  • Assists in annual budget preparations.
  • Monitors computer system and performs data entry when necessary
  • Monitors and maintains computer system.
  • Performs other duties as required.
  • Waits on counter as needed.
  • Supervises the issuance of birth and death certificates.
  • Records deeds, mortgages and other property transactions.
  • Issues receipts and logs in documents and fees received in the office.
  • Conducts minimal record searches.
  • Maintains computer voter registration files and oversee the issuance of all ballots and fulfills other election-related duties.
  • Monitors and maintains county records for long-term records preservation.

Knowledge:  This position requires a thorough knowledge of:  local government, election and government accounting laws; legal duties for Clerk & Recorder and Elections Administrator and governmental accounting; organization structure and procedures; accounting and bookkeeping practices; business administration; modern office practices and use of modern office equipment.

Skills:  This position requires skills in:  the use of office equipment; computer operation utilizing applicable software; office organization and personnel management; bookkeeping; mathematical computation; typing; data entry; operation of microfilm camera.

Abilities:  This position requires the ability to:  effectively train, supervise and evaluate employees; interpret rules and regulations, reason and make decisions in accordance with established procedures and policies; plan and organize; communicate effectively orally and in writing; follow verbal and written instructions; establish effective working relationships with fellow employees, officials, and the public.

Education & Experience

The above knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to:

  • Bachelor’s Degree in Accounting or closely related field.

Other Requirements: Must be bondable.

Job Performance Standards

Evaluation of this position will be based primarily upon the preceding job description requirements and duties.  Examples of job performance criteria include, but are not limited to, the following:

  • Performs assigned duties.
  • Complies with legal mandates for Clerk & Recorder’s Office.
  • Maintains records, files and documents as required by law.
  • Prepares and submits accurate reports.
  • Maintains accurate records and submits accurate reports.
  • Assists other departments with budget reviews and preparation.
  • Assists other departments with computer training, maintenance and repair.
  • Operates within adopted budget.
  • Observes work hours.
  • Demonstrates punctuality.
  • Deals effectively and patiently with the public.
  • Provides adequate assistance to and supervision of departmental employees.
  • Administers elections in accordance with legal requirements.
  • Assists auditors as needed.
  • Establishes and maintains effective working relationships with fellow employees, supervisors and the public.
  • Prepares county financial report.
  • Prepares all quarterly reports and monitors state and federal grants.
  • Responsible for all county bookkeeping.
  • Assists the Chief Executive with preparation and maintenance of all County budgets.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Application Instructions

Applications with resume must be accepted at the Chief Executive’s Office at the Courthouse, 800 Main Street, Anaconda, MT  59711, no later than 5:00 pm Friday, December 8, 2017. 

Disclaimer:  The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification.  They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified.  Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons.  Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice.  This job description supersedes earlier versions.