Election Coordinator
This position is responsible for the successful administration of all elections conducted within Clinton County, Iowa. This job includes accurately maintaining voter records and understanding and respecting the electoral process as described in the Code of Iowa.
Administering elections in Clinton County is just one of the many important duties assigned to the Clinton County Auditor’s Office. Successful and professional administration of elections is vital in the Auditor’s Office.
The Auditor’s Election Coordinator position works under the supervision of the Commissioner of Elections (County Auditor) and the Deputy Auditor of Elections. The position is responsible for accurate maintenance of voter records and Election Day preparation.
Duties associated with this position include assisting with payroll, accurate data entry, effective communication with the public, accurate filing, document creation, supervising the Election Clerks and other election staff.
To be successful at this position, one should be able to interpret the Code of Iowa and Administrative Rules to plan and conduct various elections, be a competent keyboard operator, be able to effectively communicate with the public and associates, be able to prioritize duties, be able to complete tasks with efficiency and accuracy to meet deadlines and be able to work long hours during election periods including nights and weekends.
This position is vital toward the goal of conducting fair and accurate elections in Clinton County.
Essential Job Duties and Responsibilities:
- Must be capable of regular and predictable attendance at a specified location in order to perform assigned tasks.
- Supervises the Election Office staff in accordance with the applicable laws, collective bargaining agreements and county policies.
- Responsibilities include interviewing, hiring, training, planning and assigning work, appraising performance, rewarding, disciplining, addressing complaints and solving problems of election staff.
- Oversees hiring and training of precinct election officials for all voting precincts.
- Works with the County Auditor and Deputy Auditor of Elections to prepare and implement a plan to conduct each election, including procedures for absentee voting in-office, off-site and by mail, developing proper timeline and schedules, meeting critical deadlines, evaluating statistical data to determine necessary support staff, election workers, voting facilities, voting equipment, ballots and supplies.
- Assist the County Auditor and Deputy Auditor of Elections with the preparation and monitoring of the annual Elections Office budget.
- Reviews election laws and monitors proposed and approved legislative changes, implementing them as needed.
- Acts as a liaison for Elections functions:
- Answers questions relating to all aspects of elections, including but not limited to voter registration, absentee ballots, candidate nominations, campaign ethics and finance, US Census information, maps and elections signs.
- Prepares and researches election history and answers questions related to candidates and election results.
- Conducts voting demonstrations and voter registration drives as mandated.
- Responsible for all elections materials, supplies, equipment and records:
- Understands and uses applicable software to prepare elections, ballots, voting equipment and electronic poll book equipment and other software as needed.
- Maintains lists of current office holders for all local county, city, school and township officials.
- Provides voter registration materials.
- Maintains proper retention timeline for election materials and conducts the destruction of expired election materials as mandated.
- Issues certificates of election to successful candidates
- Purchases, maintains and prepares voting equipment and monitors public testing of all voting machines as required by law.
- Provides for proper security of all election materials and machines.
- Inspects and communicates with polling centers, ensuring they meet necessary requirements.
- Prepares and provides notices and sample ballots for elections as required by law.
- Prepares and assists the Board of Supervisors in conducting the official election canvasses.
- Monitors electronic transfer of voter registration records from DOT to the county via the state voter registration database.
- Conducts all National Change of Address programs as mandated.
- Assist in managing the Elections social media pages and website.
- Assist voters in the office during elections.
Payroll Processing
Assist the Deputy Auditor Elections with the following
- Process hours worked by employee through payroll system.
- Process checks and direct deposit forms and disburse to employees.
- Generate direct deposit and submit online biweekly.
- Submit Federal and State taxes online biweekly.
- Process and distribute payments for payroll deductions.
- Generate IPERS files for County and County Assessor monthly.
- Submit IPERS file online monthly.
- Generate billing invoices for special grant and projects.
- Complete, balance and submit claims for reimbursement for GTSB in coordination with the Sheriff’s Office.
- Calculate and input hourly rate information into payroll system to adhere to the pay scale of union contracts.
- Calculate and input hourly/salary rate for all Elected Officials and other non-union employees annually.
- Participate in training webinars as scheduled.
Hires and Terminations
- Process paperwork on all required forms and payroll deductions for new County hires.
- Update employee records and process a final check when an employee leaves County employment.
Payroll Administration
- File new employee information to all the required entities.
- Process claims for administrative fees or premiums.
- Assist employees in regards to payroll questions.
- Track part-time and seasonal employee hours to make sure their qualification for certain benefits.
- Tracking FMLA hours to make sure the employee does not exceed the maximum hours allowed.
- Track employee’ vacation, sick and other types of leave.
- Generate and distribute biweekly or monthly leave reports for appropriate offices.
- Complete enrollment verifications as received.
- Process open enrollment information every July with the help of Human Resources.
Reports
- Process wage reports to the US Census Bureau, Social Security, Iowa Department of Labor, Iowa State Association of Counties and other entities as required or requested.
- Process the annual wage report as required by state law to be published in the official County newspapers.
- Process and issue annual W2 forms for employees.
- Process and issue 1099, 1094, 1095 and ACA forms to vendors who meet the required reporting threshold.
- Other duties as assigned.
Customer Service
- Answer incoming telephone calls – answer questions, transfer calls, etc.
- Assist customers in the office.
County Mail Functions
- Utilize an inserter machine for various mailings and document folding
- Prepare various documents for mass mailing.
- Schedule maintenance/repair as needed for the inserter machine and other mail processing equipment.
- Process department mail as needed.
- Assist other departments with equipment operation issues as needed.
- Monitor and update funds for postage to ensure sufficient amounts are available for outgoing County mail.
Minimum Qualifications Requirements - (Education and Experience):
- Qualified applicants should have an associate’s degree. High education is preferable.
Minimum Qualifications – (Knowledge, Skills and Abilities):
- Proficient with Microsoft Office Excel, Word, PowerPoint and Outlook.
- Detail oriented in presentation of documents, reports, lists and correspondence.
- Ability to manage strict deadlines.
- Ability to work long hours and travel locally and out of town.
- Ability to interact with a variety of people and communicate effectively.
- Ability to represent Clinton County with honesty and integrity and uphold a positive image
- Job Type: Full-Time
- Department: Auditor
- Salary Range: $41,932.80 to $52,436.80
- Posted: 5/16/25
- Expires: 5/28/25
All Job Listings
