Beaverhead County is an equal opportunity employer. The Beaverhead County shall, upon request, provide reasonable accommodations to otherwise-qualified individuals with disabilities.

This job description is intended to reflect core areas of responsibility and a candidate’s knowledge and skill set needed to complete those functions; the employee will be required to perform additional duties as the needs of the employer requires. This job description does not constitute an employment agreement between the employer and employee.

Job Title: Election Assistant/Deputy Clerk
FLSA Status: Exempt
Department: Clerk & Recorder/Elections Office
Reports to: Clerk & Recorder/Election Administrator

Work Unit Overview: The Election Assistant/Deputy Clerk assists with maintaining voter registration information and administering elections; and aid in the preservation of the records of Beaverhead County.

Job Summary:

Elections Assistant: The Elections Department is responsible for the administration of Federal, State, County, City, school and special district elections in the County according to Federal and State election laws. The Election Assistant is responsible for processing voter registration, assisting with the preparation and conduction of elections, organizing election judge training, and certifying petitions for inclusion on the county ballot. Duties include collecting accurate voter information; processing registrations, changes, and deletions; ensuring adequate election supplies are on hand; scheduling election judges; preparing and distributing official election registers; coordinating absentee voting; providing support to the canvassing board; verifying and certifying submitted petitions; and other duties associated with the elections process.

Deputy Clerk: The County Clerk and Recorder’s Office preserves the records of the Beaverhead County. The Election Assistant/Deputy Clerk will assist with the recording, scanning, and indexing of deeds, mortgages, surveys, mining work, resolutions, military and various other documents. The department also files birth and death records, federal tax liens, tax sales, notices of action, attachments, judgments, executions, and other miscellaneous documents. The Deputy performs a variety of administrative tasks in support of department functions, such as preparing correspondence, responding to information requests, managing filing systems, and maintaining records at a maximum level of efficiency for the benefit of public accessibility.

Essential Functions (Major Duties or Responsibilities): These duties are the essential functions and are not all-inclusive of all duties that the employee will perform.

Election Assistant:

• Register voters, process changes of address, and cancellations, and modify district assignments as appropriate. Updating registrations as necessary.
• Respond to public inquiries by telephone, in writing, or at the counter concerning general elections activities.
• Answer questions regarding Montana elections laws, campaign disclosure forms, filing deadlines, and requirements for filing nomination papers.
• Organize election judge training. Schedule election judges for all precincts.
• Receive and file Oaths of Office and Nominating Petitions for Office, and various other candidate forms; maintain records of initiative petitions being circulated; and verify signatures on initiative petitions according to County policies and laws.
• Assist with preparation of ballots for printing to ensure appropriate layout according to applicable laws.
• Monitor and maintain inventories of election supplies.
• Generate voter registers, prepare poll books, compile ballots, polling-place instructions, and other supplies for each precinct. Assemble, pack, and deliver precinct supplies as needed.
• Conduct and monitor absentee voting.
• Monitor the security of election records, ballot boxes, voting equipment, and other items used in the election process.
• Attend workshops, seminars, and educational sessions to keep updated on practices, procedures related to the election process.

Deputy Clerk:

• Perform routine clerical and administrative work answering phones, taking messages, receiving the public, entering data, and word processing.
• Compose professional correspondence.
• File birth and death records, federal tax liens, notices of action, attachments, judgments, executions, and other miscellaneous documents.
• Record, scan, and index deeds, mortgages, surveys, resolutions and other documents. Assist in monitoring land transfer documents, certificates of survey and subdivision plats.
• Process realty transfer certificates and make them available to the Department of Revenue.
• Provide timely and courteous customer service. Provide directions, instructions, and explanations regarding a variety of issues related to the function of the Clerk and Recorder’s Office.
• Maintain strict confidentiality of information.
• Assist the public in their efforts to search county public records by directing them to the appropriate location for physical records.
• Process all monetary transactions efficiently.
• Attend workshops, seminars, and educational sessions to stay updated on Clerk and Recorder’s Office procedures and changes in the law.

Physical Demands and Working Conditions: The demands and conditions described here are representative of those the employee must meet to perform the essential functions of the job.

• While performing the duties of this position, the employee will regularly be required to sit, stand, walk, bend, stoop, climb, lift, push and pull.
• The employee must be able to stand for long periods and lift up to 40 lbs.
• Specific vision required by this job includes both up close and distance vision.
• The majority of work takes place in the office and at election sites; there is occasional travel to locations in the county in all types of weather conditions.
• The noise level in the office varies.
• There will be frequent interaction with the public.

Supervision Exercised: This position does not regularly supervise other county staff, but may provide lead-worker supervision by assigning tasks, reviewing and monitoring assigned tasks, and resolving work problems.

Job Requirements:
Knowledge, Skills, and Abilities:
Success in this role requires a comprehensive understanding of state and county election laws, precinct geography, and records management. Candidates must be skilled in research and customer service, with the ability to communicate complex information clearly, both verbally and in writing.

This role requires proficiency with standard office technology, including computers and telecommunications. Excellence in professional correspondence and meticulous proofreading is essential. Candidates must demonstrate the ability to troubleshoot election processes, deliver effective presentations, and apply active listening and independent judgment to solve complex problems.

Key requirements include a typing speed of 45 wpm, a commitment to cross-training across all office functions, and the ability to process documents with high accuracy and efficiency. Candidates must thrive under pressure, maintain strict confidentiality, and follow complex instructions meticulously. Exceptional interpersonal skills are essential for building collaborative relationships with colleagues, county departments, and the public.

Customer Service:
The role requires maintaining a positive, professional demeanor while communicating effectively with the public. The employee must demonstrate exceptional active listening skills and the proficiency to de-escalate and resolve conflicts efficiently to ensure a high standard of service.

Teamwork:
Teamwork is essential within the Clerk and Recorder’s Office, requiring colleagues to collaborate effectively across diverse situations. Employees are expected to cooperate professionally and resolve conflicts through constructive feedback and individual problem-solving, ensuring personal differences never compromise the office’s mission.

Education and Experience:
This position is a multi-faceted role responsible for managing land records, vital records, and the complete cycle of local, state, and federal elections. A candidate must have at least two years of recent professional experience working with the public, demonstrating the ability to provide courteous customer service and maintain professional composure during high-pressure or tense situations.

Technical fluency is a core requirement, specifically a thorough working knowledge of Microsoft Word, Excel, and Outlook, as well as the ability to master specialized software and operate standard office equipment like scanners and high-volume copiers. Because the work involves handling sensitive information and complex legal documents—including Certificates of Survey and Subdivisions—candidates must demonstrate exceptional attention to detail, a strict commitment to confidentiality, and a genuine interest in performing in-depth research. Candidates are required to have education equivalent to a high school diploma; preferred two or more years of college.

Job Performance Standards:
Examples of job performance criteria include, but are not limited to, the following:

• Performs assigned duties and follows both verbal and written instructions.
• Checks documents for completeness and accuracy, paying close attention to detail.
• Effectively assists the public in person, and by phone, fax, and email, providing timely and professional customer service.
• Accurately indexes and records documents, including the processing of plat maps and e-recordings.
• Accurately processes weekly receipts.
• Demonstrates knowledge of applicable local, state, and federal laws and procedure.
• Effectively deals with stressful situations, utilizing conflict resolution and de-escalation skills when interacting with the public.
• Adheres to standards of confidentiality and integrity when handling sensitive information.
• Handles correspondence in a timely manner.
• Competently conducts voter registration and provides assistance with election procedures and absentee ballot requests.
• Maintains accurate and timely records, ensuring reporting is thorough.
• Communicates constructively with the public, with a positive attitude and strong listening skills.
• Observes assigned work hours and demonstrates punctuality..
• Establishes and maintains effective working relationships with fellow employees, supervisors, and the public through collaborative teamwork.

Beaverhead County Clerk & Recorder
Supplemental Question

Since some records in our office are entered in large ledger books; neat and easily readable handwriting is very important. Please answer this question on a separate piece of paper and attach it to your application packet. This should be handwritten (either printed or in longhand) and kept to 1 page or less.

“How would you handle an irate client who is upset as a result of an explanation or directive that we have given them?”

To Be Considered For This Position The Following Must Be Completed And Submitted:

• Beaverhead County Employment Application,
• A Response To The Supplemental Question,
• Resume & Three References.

Mail To:

Stacey Reynolds
Beaverhead County Clerk & Recorders’s Office
2 S Pacific St #3
Dillon, MT 59725
sreynolds@beaverheadcountymt.gov

Beaverhead County Weed District is accepting applications for Seasonal Weed Crew positions!

This position involves managing noxious weeds through various integrated weed management practices, such as mixing and applying herbicides, operating a variety of equipment, including ATV/UTVs and trucks pulling trailers, adherence to safety standards, and working outdoors.

Applicant must be:

• 18 years of age as of June 1st, 2026.
• Hold a valid driver’s license.
• Be able to carry 25 pounds over rough terrain.

On the job training will be provided to successful applicants hired for the position.  Training will include: noxious weed identification, safety procedures including handling, mixing, and application of herbicides, atv/utv driver certification, first aid, and the opportunity to acquire a governmental applicators license.  Beaverhead County is an equal opportunity employer.

Pay dependent on experience and ability to obtain governmental applicators license.

To apply: Submit a generic county application to the Beaverhead County Weed Office.  The county application will be provided through the job service, can be picked up at the weed district office or click here to download.  Applications can be returned to the Weed District Office or emailed to aburch@beaverheadcountymt.gov.

For more information, contact Amber Burch, Beaverhead County Weed Coordinator at 406-683-3790.