WHO WE ARE LOOKING FOR
We are a small but very busy office and are looking for a consistent and dependable person who can take the lead as the Deputy Clerk/Election Coordinator at the CBJ Ballot Processing Center as well as the primary Records Manager for the Clerk’s Division.  We are looking for an individual who can be trained on a variety of technical systems who will then assist in writing the policies and procedures for use of those systems as well as train other CBJ staff on those systems. With such a small team, it is imperative that the individual in this position is a self-starter, has initiative and good time-management skills, works well with staff and the public and can juggle a wide variety of competing projects.

WHAT IS IT LIKE TO WORK ON OUR TEAM

The moto of the Clerk’s office is “Public service to ALL, in all we do!” The Clerk’s staff consists of the Municipal Clerk, Deputy Clerk, a part-time Administrative Assistant II position and this new Deputy Clerk/Election Coordinator/Records Manager position as well as temporary election staff. The Clerk’s division works closely with all other departments on city-wide issues and this position provides a great opportunity to dig deep into all things election and records management while learning about CBJ as an organization in particular. It offers valuable City & Borough of Juneau administrative experience and training opportunities that can be applied to future positions within CBJ and elsewhere.

WORKING HOURS AND LOCATION

This position works primarily Monday through Friday 8am – 4:30pm, however, it will also be expected to work some evenings and weekends throughout the year. For approximately 6 months out of the year, the primary workstation will be located at the CBJ Ballot Processing Center located in our Thane Warehouse and the remainder of the year will be located in downtown Juneau in City Hall.

DESCRIPTION OF WHAT YOU WILL BE DOING

Under the direction of the Municipal Clerk/Election Official, this Deputy Clerk position will be the primary Election Coordinator overseeing the daily work taking place at the CBJ Ballot Processing Center. This position manages the data technology component of municipal election systems, including creation of the election in various databases, ensuring confidential electronic and physical election data is secure, managing hardware and software troubleshooting and updating various election systems including the ballot processing center equipment and all other systems related to CBJ elections.

This position works closely with the Clerk and other Deputy Clerk to create, implement and train election staff on CBJ Election policies and procedures; identifies and recommends changes to the CBJ Election Code as necessary. The position requires the ability to create strong relationships with all election teams across all election functions and perform other duties as assigned.

The Clerk’s office is statutorily tasked by Alaska Statute, CBJ Charter, and Code to be the official custodian of the municipal records. Legislation sets out the requirements by which records are to be maintained, the duration of retention, and the circumstances under which they are made available to the public upon request. This Deputy Clerk position supports the division in overseeing all CBJ records management protocols.

Additional duties may include, but not limited to, filling in periodically to assist the Clerk and/or other Deputy Clerk in a wide range of duties assigned to the Municipal Clerk’s office to ensure all duties of other employees can be covered in the absence of other employees. This may include but not limited to providing support to the Assembly and its committees by attending meetings, taking minutes, running technical equipment, processing appeals, preparing meeting materials and packets, providing back up staffing to the City Manager’s Office or other departments and/or serving as a back-up Public Information Officer.

As with all positions in the Clerk’s office, we assist the public, staff, and the Assembly by performing a wide variety of duties and are constantly juggling competing deadlines and user requests. This is a fast paced office and requires individuals who work well together as a team as well as independently since we are not always in close proximately to one another.

DO I HAVE THE QUALIFICATIONS FOR THIS JOB – OUR DESIRED QUALIFICATIONS

Education:           High School graduation or the equivalent

Experience:         Three (3) years of office administrative support experience that includes records management or other services typically provided by the City Clerk Division such as conducting elections or providing City Assembly support.

Experience substitution:  Other combinations of education and experience that meet the minimum requirements may be substituted.

Other:                    Valid Driver’s license at time of appointment and for continued employment.

Must become a registered Juneau voter within thirty (30) days of appointment and for continued employment.

Must not have been convicted of a felony involving moral turpitude, or having been so convicted, have been unconditionally discharged from incarceration, probation and/or parole.

Must become a voter registrar for the State of Alaska within 2 months of appointment and for continued employment.

Must become a Notary Public within six (6) months of appointment.

The Deputy Municipal Clerk is within the partially exempt service and serves at the pleasure of the Municipal Clerk. Applications and resumes received are subject to public disclosure.

This is a benefited position.  For more details about benefits, please visit the following web link: https://juneau.org/human-resources/benefits

If you have questions about this position please call Beth McEwen at (907) 586-5278, ext. 4175.

The City and Borough of Juneau is an Equal Opportunity Employer. The CBJ also complies with Title I of the American’s with Disabilities Act (ADA). Individuals with disabilities, who require accommodation to apply for this position can contact the City & Borough of Juneau Human Resources/Risk Management HR Office at (907)586-0227, via email at [email protected] or written correspondence to 155 South Seward, Juneau, AK 99801.