ITASCA COUNTY

DEPT HEAD APPROVAL _Jeff Walker by glt_   DATE APPROVED _02/22/2010_

In order to promote the largest applicant pool, the Administrative Services Department shall complete the following information for the purpose of the public announcement for the creation of an eligibility list per the classification listed.  Public announcements shall be posted at least ten (10) days prior to the closing date, and public announcements shall be posted in the following locations: official newspaper of the County, Department of Jobs and Training, Itasca County Social Services, Itasca County Veteran=s Service, official personnel bulletin board in the Coordinator/Human Resources Department, Leech Lake Indian Reservation, etc., but is not limited to these locations.

OPEN COMPETITIVE NOTIFICATION OF CREATION OF ELIGIBILITY LIST

Elections Administrator/

POSITION CLASSIFICATION: Executive  Secretary

JOB CLASSIFICATION: Grade 8 (Local 1626)

DATE POSTED: March 8, 2010

CLOSING DATE: March 19, 2010 4:00  p.m.

***March 24, 2010 4:00 p.m.***

                                ***(DEADLINE EXTENDED DUE TO A PUBLICATION ERROR)***

DEPARTMENT: Auditor-Treasurer

RATE OF PAY: $35,739.96 - $47,650.79

CURRENT VACANCY EXISTS IN: One Regular F/T position in the Auditor-Treasurer Department

DUTIES:

1.         Elections:

            a.  Responsible for planning and implementing all county and statewide elections.

b.  Solely responsible for the maintenance and implementation of the statewide

                  computerized voter registration system.

c.  Responsible for all computer programming required for the operation of the

                  AutoMARK and M100 election machines.

d.  Maintain voter records/cards for approximately 28,000 registered voters.

e.  Canvass State and County election results.

f.  Publish legal notices concerning elections.

g.  Develop and conduct five specialized election training seminars and work group

                  programs for over 400 trainees.

h.  Develop and recommend plans for internal automated and/or administrative program

                  enhancement, implementation, and maintenance.

i.   Direct staff and election judges on election night regarding election procedure, laws,

      and the counting of the ballots.

j.   Responsible for candidate filing, processing, and layout of ballots.

k.  Assist in analysis and preparation of all election and division contracts and division

      budgets.

l.   Assist School Districts, Cities, Townships with layout of ballots and execution of

      elections.

m. Responsible for preparation of contracts between the county and printers for

      ballot preparation.

     n.  Process and maintain database for all absentee ballot requests.

o.  Prepare and certify county/state abstract of votes with the Secretary of State.

p.  Archive abstract of votes for all county and state elections.

q.  Conduct election activities with the highest integrity and convey nonpartisanship.

r.  Submit, implement, and fulfill all requirements of a $564,751.00 grant to procure and

      operate election equipment.

2.         Liquor and Miscellaneous Licenses:

a.  Issue the following types of licenses:  On Sale, Off Sale, Sunday, Wine, Setup,

      Beer, Tobacco, Auctioneer, Transient Merchant, Precious Metal, Gambling

      Permits and others. 

b.  Receive revenues and apply codes to over $50,000 of licenses issued by Itasca County.

c.  Accountable to the County and State Auditor.  Coordinate and work with the Sheriff,

      Attorney, Town Boards, County Board and the State Liquor Commission on licenses.

d.  Responsible that the worker’s compensation and liquor liability insurance submitted by

      licensees is current and that all their property taxes are paid before issuing a license.

e.  Issue citations for alcohol and tobacco violations.  Follow up on the citations and keep

                  the attorney’s office up to date on licensee compliance.  Receive and code payments

                  for the violations.

f.  Create forms for licenses, etc.

3.         Miscellaneous

            a.  Correspondence – Filing - Copying

b.  Issue Auditor Warrants when necessary

c.  Issue receipts for collection of miscellaneous revenue

d.  Receive bids for County projects

e.  Box, Label & Store Correspondence from Auditor’s Files

f.  Set up, get background, and notify the Auditor & Assessor with the information for the

                  Board of Equalization Meeting.

g.  Maintain the file on affidavits of publication for legals.

h.  Maintain an index on all Ordinances passed by Itasca County as required by law.

i.   Keep up-to-date records on elected township, school district, and city officials.

j.   Knowledgeable of State and Federal laws and regulations relating to the work and

          responsibilities covered under this position.

k. Knowledgeable with the AS/400 property tax system in order to assist taxpayers with

     their calls/legal descriptions.

l. Designated Animal Control Authority – process and timely follow up of potentially and

     dangerous dog citations.

4.    Risk Management Commission

         a.  Executive Secretary to the Risk Management Team

b.  Prepare agendas, exhibits, and schedule meetings.

 c.  Take and record minutes.

 d.  Maintain records of law suits and submit lawsuits to insurance carrier for processing.

 e.  Have an understanding of Minnesota Counties Insurance Trust (self insurance).

 f.  Serve as back up for the Risk Manager/Safety Officer in her absence.

5.         Perform other duties as delegated.

6.         Regular attendance on the job.

WORK HOURS: Monday through Friday, 8:00 am until 4:30 pm, overtime as necessary and approved.

WORK LOCATION:  Itasca County Auditor-Treasurer Department, Itasca County Courthouse, Second Floor, 123 NE 4th Street, Grand Rapids, MN  55744

QUALIFICATIONS:   Must be a high school graduate OR equivalent; have a one (1) year Administrative Secretarial Certification (must attach Certification) OR two (2) years of Secretarial/Clerical work experience; successfully pass a 55 wpm typing exam (must attach typing exam) (*error ratio stated below).  YOU MUST TAKE THE FIVE (5) MINUTE TYPING EXAM.  EXAM TO BE TAKEN ONLY AT A MINNESOTA WORK FORCE CENTER LOCATION.  EXAM MUST BE ADMINISTERED WITHIN THE LAST SIX MONTHS AND PRIOR TO THE CLOSING DATE AND TIME OF THE POSITION; have one (1) year education (must attach transcript) OR work experience in bookkeeping; have computer education (must attach transcript) and/or work experience; have a valid driver’s license.

Successfully pass a physical examination and pre-placement screen, contingent upon a job offer. Must become a certified Election Administrator within the first year in the position and maintain the certification. Have the ability to:  read maps and place voters in the correct precinct; provide exceptional customer service and to build trusting and cooperative relationships among state, county, and city staff; make sound decisions quickly, and often under duress, based on analysis, experience, and good judgment; train and facilitate a work group of hundreds.

Knowledgeable of/to:  state statute’s, laws, and regulations relating to the responsibilities covered under this position; Minnesota Election Laws and procedures; extensive federal and state election laws and the principles and practices of proper election administration; integrate computer technology in the conduct and administration of elections.     

Have excellent verbal and written communication skills; be able to prioritize the many facets of an election; be able to work under stressful conditions, and have the skills needed to train 400 election judges; able to work long hours, including weekends and nights, during the peak election period; must work vacation schedule around election schedule, with election the priority over vacation.

Preference for:  work experience with the Voter Registration System; education (must attach transcript) and/or work experience with Word, Excel, Powerpoint, Access, Lotus Approach, AS/400, GIS mapping, and the State Voter Registration System – SVRS; education (must attach transcript) and/or work experience in real estate; work experience with liquor and/or tobacco licenses; work experience with an election process for a Township, City, or County; dealing with workers compensation and general liability insurance; work experience in another County Auditor-Treasurer Department, State Auditor Department, or for a City or Township.

ESSENTIAL FUNCTION(S):  (defined as the fundamental job duties of the employment position an individual must be able to perform unaided or with the assistance of reasonable accommodation).  The essential functions for this position are numbers 1 - 4, and 6 of the above "Duties."

NON‑ESSENTIAL FUNCTION(S): The non‑essential function(s) for this position is/are number(s) 5 of the above "Duties."

*TYPING EXAM MUST BE COMPLETED AT A MINNESOTA WORK FORCE CENTER.  YOU MUST TAKE THE 5 MINUTE TYPING EXAM.  THE TYPING EXAM MUST BE COMPLETED PRIOR TO THE CLOSING DATE AND TIME FOR THIS POSITION.  TYPING EXAM ERROR RATIO AS FOLLOWS:  55-59 wpm/11 errors; 60-64 wpm/12 errors; 65-69 wpm/13 errors; 70-74 wpm/14 errors; 75-79 wpm/15 errors; 80+ wpm/16 errors.

ALL APPLICATIONS ARE TO BE OBTAINED FROM AND RETURNED TO THE ADMINISTRATIVE SERVICES DEPARTMENT, ITASCA COUNTY, BY THE CLOSING DATE AND TIME OF THIS JOB POSTING, UNLESS OTHERWISE NOTIFIED.

EQUAL OPPORTUNITY EMPLOYER

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