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Job Details

HEAD ELECTION AND DOCUMENT PROCESSING SERVICES

Location
Los Angeles, CA

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Job Description
EXAM NUMBER:
E1205K
FIRST DAY OF FILING:
FEBRUARY 01, 2016 at 8:00 A.M. (PST)
UNTIL THE NEEDS OF THE SERVICES ARE MET AND IS SUBJECT TO CLOSURE WITHOUT PRIOR NOTICE.
TYPE OF RECRUITMENT:
DEPARTMENTAL PROMOTION JOB OPPORTUNITY
(Restricted to permanent employees of the Registrar-Recorder/County Clerk who have successfully completed their initial probationary period and meet the qualifying requirements)
Current employees in the unclassified service who meet the following criteria also qualify to participate in this exam:
Unclassified employees who have attained permanent County status on a classified position by successful completion of the initial probationary period, with no break in service since leaving the classified service.
Full-time employees in the unclassified service with at least six months of full-time experience in the unclassified service by the last day of filing.
REBULLETIN INFORMATION
THIS ANNOUNCEMENT IS A REBULLETIN TO RE-OPEN THE EXAMINATION AND UPDATE THE SALARY INFORMATION AND REQUIREMENTS. PERSONS WHO HAVE ALREADY APPLIED WITHIN THE LAST TWELVE (12) MONTHS NEED NOT TO REAPPLY, AND MAY SUBMIT ADDITIONAL INFORMATION TO BE ATTACHED TO THEIR APPLICATIONS. THE INFORMATION MUST INCLUDE THE CORRECT EXAMINATION TITLE AND NUMBER.
THE EXAM MAY REOPEN AS THE NEEDS OF THE SERVICE REQUIRE.
Verification of Experience Letters (VOEL)
will not be required. Experience performing duties that applicants believe are inconsistent with their official payroll title will be evaluated for this examination; all information included in the application material, including information describing your assigned duties, will be evaluated to determine qualification. OUT-OF-CLASS EXPERIENCE
will be accepted for this examination.
Withhold Information:
Permanent employees who have completed their initial probationary period and hold a qualifying payroll title may file for this examination if they are within six months of meeting the experience requirements by the last day of filing. However, the names of such employees will be withheld from the certification list until the required experience is fully met. APPLICANTS WHO ARE WITHIN SIX MONTHS OF MEETING THE SELECTION REQUIREMENTS WHILE WORKING OUT-OF-CLASS WILL NOT BE PLACED ON WITHHOLD.
NOTE:
The last two paragraphs above supersede item #5 about Promotional Examinations under 'Employment Information' in the job bulletin.
DEFINITION:
Plans, directs and supervises the activities of a unit performing election, recording or document processing services in the Department of Registrar-Recorder/County Clerk. Positions allocable to this class report to a Division Chief, Registrar-Recorder/County Clerk and are distinguished by their responsibility for supervising, through subordinate supervisors, a specialized unit engaged in performing election services, recording, maintaining, processing or microfilming documents filed with the Registrar-Recorder/County Clerk. Incumbents must have an extensive knowledge of a body of laws, policies, procedures, and operations concerning elections and the processing of documents to be able to issue instructions on, or interpret such laws and policies in unusual or complex situations. They must also be able to exercise tact and diplomacy in dealing with the public and must possess a knowledge of the principles of supervision.
Essential Job Functions
Plans, directs, organizes, assigns and evaluates, through subordinate
supervisors, the work of lower-level staff in a unit responsible for election or document recording services.
Interviews and hires personnel, coordinates with the Human Resources office the cutbacks and increases caused by a varying work load and a large number of recurrent and temporary employees for document recording and election operations.
Monitors various election or document recording services, legal deadlines, and the preparation of materials needed to implement the election or document recording processes and the distribution of assignments.
Coordinates the work produced in assigned Section with other areas within the Division/Department, various County Departments, State, and Local agencies, etc.
Examines and processes legal documents submitted for compliance with State laws. Collects and accounts for monies received for filing legal documents.
Maintains permanent files for birth, death, and marriage records. Issues certified copies of vital records, real property and legal documents to the public. Assists the public in establishing and amending records of births, deaths, and marriages in Los Angeles County. Collects and accounts for all monies received for the above services.
Maintains original campaign disclosure statements; issues certified copies to public and government agencies; assists the public in amending campaign statements in Los Angeles County; collects and accounts for monies received for election services.
Segregates, numbers, splices, edits, converts, audits, and performs other quality control functions to ensure archival reproductions of all records retained by the Recorder's Office.
Creates permanent, archival reproduction of legal documents, maps, and papers by microphotography and other photographic methods.
Gives advice or instruction to individual employees on both work and administrative matters, and resolves technical work problems not covered by precedents or established policies.
Studies issues in quality and quantity of work and operating effectiveness and takes or recommends necessary corrective action; recommends individual procedures and practices and supervises the implementation of approved changes. Writes workflow/office procedures and policies; creates and generates various reports related to office functions and work productivity.
Develops, implements, and monitors work plans to achieve assigned unit objectives; provides input and monitors performance; participates in developing, implementing and evaluation plans, processes and procedures to achieve established goals and objectives in accordance with departmental standards; evaluates requests for time off and the section's ability to relieve subordinate staffs duties before approving time off.
Resolves personnel and public relations problems referred by line supervisors. Interprets and explains to subordinates the application of directives and legislative changes.
Directs the preparation of reports, business correspondence, and budget requests and justifications. Evaluates the effectiveness of various programs by comparing program outcomes to program goals in order to determine whether to continue, modify, or discontinue them.
Participates in selecting new staff, establishes performance requirements and personal development targets, monitors performance, and plans and executes training programs. Coaches and mentors staff for performance improvement; coordinates a continuing educational program for all general and specialized jobs within the division.
Processes, distributes, recollects, and reprocesses all election related materials.
Requirements
SELECTION REQUIREMENTS:
Five years, paid, full-time*, office clerical experience, three years of which must have been in a highly specialized** or supervisory capacity*** in election services
or in the examination or processing of a variety of legal documents for recordation
LICENSE:
A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
PHYSICAL CLASS:
2 - Light.
Light physical effort which may include occasional light lifting to a 10 pound limit, and some bending, stooping or squatting. Considerable walking may be involved.
SPECIAL REQUIREMENT INFORMATION:
*Experience is evaluated on the basis of a verifiable 40-hour workweek . Work performed part-time will be prorated on a month-for-month basis.
** Highly Specialized Clerical experience
means clerical experience at the senior level
with extensive knowledge of program related area, processes and procedures, and experience in a specific subject matter.
*** Supervisory Capacity
means supervising, for a substantial portion of his/her time, general and specialized office clerical work typically at the level of Los Angeles County's class of Supervising Clerk
or Supervising Typist-Clerk,
or higher.
Additional Information
EXAMINATION CONTENT
This examination will consist of two parts:
Part I:
An evaluation of experience based upon application information weighted 50%, and
Part II:
An Appraisal of Promotability weighted 50%. The Appraisal of Promotability is designed to measure knowledge and skills, adaptability and dependability, problem solving skills, written and oral communication skills, interpersonal skills, and supervision skills.
CANDIDATES MUST ACHIEVE A PASSING SCORE OF 70% OR HIGHER ON EACH WEIGHTED PART OF THE EXAMINATION IN ORDER TO BE PLACED ON THE ELIGIBLE REGISTER.
ELIGIBILITY INFORMATION
Applicants will be processed on an as received basis and promulgated to the eligible register accordingly. The names of candidates will be placed on the eligible register for a period of twelve (12) months from the date of promulgation.
NO PERSON MAY COMPETE FOR THIS EXAMINATION MORE THAN ONCE EVERY 12 MONTHS.
FINGERPRINTING AND SECURITY CLEARANCE
Before a final appointment is made to this position, candidates are subject to security clearance which includes fingerprinting. An individual may be withheld from appointment, if he/she has a conviction record incompatible with the essential duties of the position for which he/she has applied. Any false statement or omission of material fact may cause forfeiture of employment rights. Information presented on employment applications, resumes and during the examination process is subject to verification. Disqualifying factors may include but are not limited to: felony convictions, certain job-related misdemeanor convictions, certain serious traffic convictions or patterns of traffic violations (e.g., 3 or more moving violations within the past 2 years, failure to appear, at-fault accidents, and driving under the influence), illegal use of certain controlled substances and/or poor employment history.
VACANCY INFORMATION
The resulting eligible register for this examination will be used to fill vacancies in the Registrar-Recorder/County Clerk.
AVAILABLE SHIFT
Appointees will be required to work any shift, including evenings, weekends, and holidays.
APPLICATION AND FILING INFORMATION
APPLICATIONS MUST BE FILED ONLINE ONLY. APPLICATIONS SUBMITTED BY U.S. MAIL, FAX, OR IN PERSON WILL NOT BE ACCEPTED.
All applicants are required to submit a County of Los Angeles Application and Supplemental Questions
online (via electronic submission) ONLY. Facsimile and hardcopy applications will not be accepted.
Fill out your application and Supplemental Questions
completely. Provide any relevant education, training, and experience in the spaces provided so we can evaluate your qualifications for the job.
All information is subject to verification.
We may reject your application at any time during the selection process.
Applications must be completed and submitted online by clicking on the tab above or below this bulletin that reads Apply to Job. You can track the status of your application online and receive notification of your progress by e-mail.
All correspondence to applicants will be sent electronically with the exception of the final examination result notice. Applications electronically received after 5:00 p.m., PST on the last day of filing will not be accepted.
NOTE
: You must upload any required documents as attachments during application submission. If you are unable to attach required documents, you may **** or email them to **** within fifteen (15) calendar days of filing online. Please include your name, the exam number and exam title on the faxed documents.
The acceptance of your application will depend on whether you have clearly shown that you meet the SELECTION REQUIREMENTS
based on the information provided on the application and Supplemental Questions
by the last day of filing . It is to your advantage to provide complete and thorough information for evaluation, including complete dates (MM/DD/YY). Of particular interest will be the breadth and length of experience in the areas covered under Minimum Requirements.
Resumes may be added to your application, but cannot be substituted for the Education and Experience portions of the County application nor for the completion and submission of the Supplemental Questions.
SOCIAL SECURITY NUMBER:
Please include your Social Security Number for record control purposes. Federal law requires that all employed persons have a Social Security Number.
COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES:
For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County.
NO SHARING OF USER ID AND PASSWORD:
All applicants must file their application online using their own user ID and password. Using a family member's or friend's user ID and password may erase a candidate's original application record.
California Relay Services ****
ADA Coordinator ****
Teletype ****
Department ****
Department Contact Email: hrrecruitment @rrcc.lacounty.gov
Closing Date/Time:
Employer:
LOS ANGELES COUNTY
This listing is managed by:
About Los Angeles County
With a population of over ten million people, the County of Los Angeles has more residents than any county in the nation, and within its boundaries are 88 cities. It is rich in cultural diversity and home to world renowned museums, theaters, the nation’s motion picture industry, major universities, and numerous five-star restaurants. The mountains, deserts, and the beautiful Pacific Ocean, along with some of the world’s finest urban recreational attractions, are freeway close.
The County is governed by a five-member Board of Supervisors (Board) who are elected on a non-partisan basis and serve four-year staggered terms. As the governing body, the Board serves as both the executive and legislative authority of the largest and most complex county government in the United States. There are 34 appointed department heads that report to the Board.  There are also three elected officials (Assessor, District Attorney, and Sheriff) for a total of 37 major administrative units or departments that currently serve the needs of the County’s residents.
Selected by Forbes Magazine as one of America’s Best Employers of 2016, the County’s annual budget for fiscal year 2016-2017 is $29 billion, with funding for approximately 108,000 positions to serve its diverse population.
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