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

1. Schedule, assign direct work, correct and discipline, recommend salary increases, train employees. This duty is performed daily.
2. Input hours to calculate gross earnings for each employee within the County Clerk's Office. This duty is performed as needed.
3. Maintain an accounting of earned and leave time for County Clerk office. This duty is performed monthly.
4. Reconciliation of bank records for County Clerk's Office and verify accuracy of data input. This duty is performed monthly.
5. Prepare and update ACOOP (disaster plan) for the County Clerk's Office. This duty is performed annually.
6. Prepare deposits when Voter Registrar is out, take deposits to bank. This duty is performed as needed.
7. 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.
8. 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.
9. 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.
10. Work alongside Election Consultant inputting results in the Election Reporting Management system. This duty is performed twice a year for 2 elections.
11. 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.
12. Oversee candidate filing and completion of all paperwork. This duty is performed twice a year for 2 elections.
13. 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.
14. Be available during elections to solve issues and problems as they arise. This duty is performed twice a year for 2 elections.
15. 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.
16. 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.
17. Work in Power Profile (election systems software Probate/Estate and Guardianship bank accounts as Court ordered. This duty is performed daily.
18. Prepare paperwork, reports, etc. for the SOS, SBEC, CBEC, and other agencies as needed. This duty is performed twice a year for 2 elections.
19. Prepare oaths, certifications, etc. after each election. This duty is performed twice a year for 2 elections.
20. 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.
21. Assist Voter Registrar with all aspects of voter registration (processing applications, DMV daily report, etc.). This duty is performed daily.
22. 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.
23. 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.
24. Maintenance and purchasing of office supplies for the office and elections. This duty is performed daily.
25. 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 travel and/or work is at times, in the evening or during the night hours.

 

ENVIRONMENTAL CONDITIONS

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

 

 The noise level in the work environment is usually moderate.

 

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions and expectations.

 

Moderate diversity, moderately physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which require somewhat diversified physical demands of the employee.

 

While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, talk or hear; occasionally required to stand, walk, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds; regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision; distance vision; color vision; and ability to adjust focus.

 

ADDITIONAL INFORMATION

The incumbent should possess strong organization skills with the ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment during elections.  High level of attention to detail when reviewing election related data, preparing reports and ensuring compliance with laws and regulations.  Ability to spot discrepancies or issues early and resolve them efficiently to prevent problems during elections.  Excellent verbal and written communications skills with the ability to explain election procedures in clear and simple terms to the public, media and employees.  Strong interpersonal skills with the ability to collaborate with colleagues, election officials and the public in a professional and effective manner.  Ability to analyze complex problems and develop solutions quickly, especially during election cycles when issues may arise on short notice.  Must have experience in Excel, Word, Google Chrome.

 

The duties listed above are intended only to show the various types of duties that will be performed.  The omission of a specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  All positions within the County Clerk’s office are assigned by the County Clerk and/or his representative and are subject to be changed when deemed in the best interest of the office’s operation. 

 

This job description does not constitute an employment agreement between Saline County and the employee and is subject to change by the employer if the need of the employer and requirements of the job change.

 

CHIEF DEPUTY/ELECTIONS COORDINATOR

• Starting at the rate of $68,011 annually for a new hire. This is an exempt position under the Fair Labor Standards Act and will not pay overtime for hours physically worked over 40 hours during the 7-day work period.
• This position is scheduled to work Monday/Friday, 8 AM to 4:30 PM with some evenings required depending upon the workload and elections, with paid holidays off.

• Bilingual pay of $2,080 is available once proficiency has been established.
• Group health, dental and life insurance is paid by the County for the employee’s coverage provided the employee obtains a wellness check within the designated time frame. 
• For employee retirement, the County contributes 15.32% per pay period of the employee’s gross towards the employee’s retirement through the Arkansas Public Employees’ Retirement System.

 

SALINE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER