Elections and Records Management Coordinator

Elections and Records Management Coordinator Location Holland, MI : Department: City Clerk Job Status: Full-Time Shift: 8:00 AM - 5:00 PM Days: Mon., Tue., Wed., Thu., Fri. Rate of Pay: $23.85 - $28.62 Status: Accepting Applications

Under the direction of the City Clerk, coordinates official elections within the City of Holland to ensure compliance with federal, state and local statues governing elections. Responsible for developing, monitoring, and maintaining the central documents and records library, and coordinating a records management system for the City of Holland.

Duties and Responsibilities

1. Plan and schedule for local, state, and federal elections as may be called by the Governor, State Legislators, or local Authorities in conjunction with Clerk's office.

2. Secure and set up polling locations for Election Day(s).

3. Prepare for and oversee elections including noticing, equipment setup and testing, staffing, counting of ballots, completing poll book and other paperwork and certifications, training and supervision of election workers, in coordination with the City Clerk.

4. Maintain Absentee Voter (AV) permanent mailing list, mail and process AV ballot applications and ballots.

5. Maintain the Statewide Qualified Voter Files (QVF) registration database.

6. Assist the City Clerk with election budget and prepare requests for bids for election supplies and materials.

7. Coordinate with Ottawa County and Allegan County Clerks regarding election information.

8. Oversee storage of election equipment, materials, and voting records; arrange for proper disposal of records and materials according to State of Michigan retention schedules.

9. Develop, implement and maintain both computerized and physical records management systems for the City of Holland's official documents, including retention, storage and retrieval systems.

10. Ensure legal compliance with State of Michigan standards for record retention, storage, access/security, and disposal.

11. Assist employees in all departments in records management practices, assist staff by providing information and research assistance regarding City of Holland documents.

12. Serve as a Passport Acceptance Agent.

13. Perform other duties and responsibilities as needed.

Job Qualifications

JOB QUALIFICATIONS:

1. High School Diploma and two years of elections experience or an equivalent combination of education and experience.

2. Experience in records management or related administrative experience.

3. Must obtain State of Michigan accreditation as an Election Official, Election Administrator, Election Trainer or Election Inspector.

4. Must obtain and maintain certification as a passport acceptance agent with the US Department of State.

5. Ability to use advanced features of a database or spreadsheet software and prepare a variety of reports.

6. Excellent organizational skills and a high degree of confidentiality.

7. Strong oral and written communication skills.

8. The ability to interact positively and professionally with others.

9. Valid drivers license and registered Michigan voter.

Minimum & Physical Requirements

1. Ability to sit or stand for extended periods of time.

2. Ability to lift, push, pull, or carry up to 50 pounds.

Working Conditions

1. Work is generally performed in a normal office environment.