County Clerk Chief Deputy/Elections Coordinator

2026 Saline County

Chief Deputy Clerk/Elections Coordinator

Job Description

Exempt: Yes

Department: County Clerk

Reports To: County Clerk

Location: 215 N. Main Street Suite #9, Benton, AR 72015

Safety Sensitive: No

GENERAL DESCRIPTION OF POSITION

As the Chief Deputy Clerk: train, supervise and oversee all areas of office; schedule vacations for all employees; Input hours to calculate gross earnings for each employee; Reconcile office checking account. As Election Coordinator, this position is responsible for all aspects of setting up of all elections, recruiting and training personnel, vote centers; responsible for inventory and accounting of all election materials and equipment; ballot proofing; perform testing on all voter equipment, assist Voter Registrar as needed; oversee vote centers and personnel during early voting and election day; oversee return of equipment and supplies on election night; coordinate pickup of equipment, supplies and results on election night; attend training with the State Board of Election Commissioners (SBEC) and work alongside the Saline County Election Commissioners (CBEC); attend all commissioner meetings and take minutes; assist Election Consultant and provide support; coordinate delivery and pick up of all equipment and supplies to vote centers; oversee absentee ballot process from issuing ballots to canvassing.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Schedule, assign direct work, correct and discipline, recommend salary increases, train employees. This duty is performed daily.

Input hours to calculate gross earnings for each employee within the County Clerk's Office. This duty is performed as needed.

Maintain an accounting of earned and leave time for County Clerk office. This duty is performed monthly.

Reconciliation of bank records for County Clerk's Office and verify accuracy of data input. This duty is performed monthly.

Prepare and update ACOOP (disaster plan) for the County Clerk's Office. This duty is performed annually.

Prepare deposits when Voter Registrar is out, take deposits to bank. This duty is performed as needed.

Recruit all election workers and ensure they are trained and certified by the Secretary of State (SOS) and SBEC. Determine the appropriate staff needed for each election. Provide all paperwork for election workers as needed by Human Resources payment thru the Fl Software Program. This is performed twice a year for elections.

Order, proof and prepare all materials/ballots pertaining to elections and assist Election Consultant. This duty is performed twice a year for 2 elections. This duty is performed as needed.

Perform logic and accuracy testing all voter equipment with data provided by Election Consultant. Report testing results to the Secretary of State. Processing applications, mailing ballots, recording and maintaining received ballots, all using accounting methods to ensure an accurate vote and uphold the integrity of the election process. Also, responsible for overseeing a varying number of employees canvass the absentee ballots on election day. This duty is performed as needed. This duty is performed twice a year for 2 elections State voter ID system of 300 to 1000 Saline County voters.

Work alongside Election Consultant inputting results in the Election Reporting Management system. This duty is performed twice a year for 2 elections.

Order all elections supplies. Prepare supply boxes, postings, equipment, etc. for each Vote Center. Supervise the set-up of all sites and ensure each site has all necessary supplies, etc. This duty is performed twice a year for 2 elections system.

Oversee candidate filing and completion of all paperwork. This duty is performed twice a year for 2 elections.

Assist Voter Registrar with candidate requests for voter lists and maps; proofing data for tablets for each election. This duty is performed twice a year for 2 elections.

Be available during elections to solve issues and problems as they arise. This duty is performed twice a year for 2 elections.

Oversee absentee ballot process preparation and issuance of applications, ballot preparation, etc. Oversee absentee canvassing process training and recruiting workers. This duty is performed twice a year for 2 elections.

Oversee tabulation and processing of election results; the return of all equipment, supplies, etc. This duty is performed twice a year for 2 elections journal entries within the Fl system.

Work in Power Profile (election systems software Probate/Estate and Guardianship bank accounts as Court ordered. This duty is performed daily.

Prepare paperwork, reports, etc. for the SOS, SBEC, CBEC, and other agencies as needed. This duty is performed twice a year for 2 elections.

Prepare oaths, certifications, etc. after each election. This duty is performed twice a year for 2 elections.

Work alongside the CBEC, be present and take minutes at meetings. Ensure notification of meetings to the public and media. This duty is performed 4 or more times a year.

Assist Voter Registrar with all aspects of voter registration (processing applications, DMV daily report, etc.). This duty is performed daily.

Assist Voter Registrar with odd-year mailing to voter as required by the SOS. This duty is performed in the odd years. This duty is performed as needed.

Provide support with the front office filing paperwork for new and current probate matters, answering phones, issuance and recording of marriage licenses, filing of county-related documents, etc. This duty is performed daily.

Maintenance and purchasing of office supplies for the office and elections. This duty is performed daily.

Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High School Diploma or GED with knowledge of a specialized field (however acquired), such as 6 years of office administration and 5 years of management experience. Preferred office administration experience as an assistant to an executive.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Within 3 years of hire, Certified Court Clerk through Arkansas District and City Court Clerks Association. Attend Clerk's Conference for continuing education on matters dealing with probate and EQ. Employees are required to take an "Oath of Office" and become a Notary Public. Attend Clerk's Conference for continuing education on matters dealing with probate and EQ.

SOFTWARE SKILLS REQUIRED

Advanced: Word Processing/Typing; Spreadsheet

Intermediate: 10-Key

RESPONSIBILITY FOR WORK OF OTHERS

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities may include but not limited to interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

Supervises a moderate-sized group (8-15) of employees engaged in important, complex operations, consisting of employees in different classifications who perform a wide variety of duties.

Supervises the following departments: County Clerk's Office & Election Workers

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of highly complex machines and equipment; specialized or advanced software programs.

WORKING CONDITIONS

Somewhat disagreeable working conditions. Continuously exposed to one or two elements such as noise, intermittent standing, walking, pushing, carrying, or lifting. May involve some tr