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HomeMy WebLinkAboutVoter Registration Coordinator JEFFERSON COUNTY Job Description Job Title: Voter Registration Coordinator Department: Auditor Reports To: Auditor FLSA Exempt: No Union: UFCW BBP: No HIPAA: Level 4 Salary Level: Grade 28 Location: Courthouse f. - Approved By: Human Resources Manager --r'� Approved Date: July 2020 c� SUMMARY: To plan, organize and coordinate the Voter Registration processes within the County Auditor's Office; and assures compliance with all applicable sections of the WAC, RCW,National Voter Registration Act(NVRA),the Help America Vote Act of 2002 (HA V A), and standards set by the Secretary of State by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned: Assists in the preparation and operation of County elections by assisting with the absentee ballot process,voter education programs, and voter outreach. Plans,organizes and coordinates the Voter Registration processes within the County Auditor's Office. Meets standards for merging County voter registration records to the State voter registration database, by keeping current on changes by email and attending required meetings. Assist public through the voter registration process,assuring that information collected is accurate and complete;processes documentation according to prescribed rules and regulations; enters information into computer system; reviews and purges records according to law. Maintains follow-up system on reports or actions required on a periodic basis including voter maintenance, special districts, and precinct committee person lists. Bi-annually conducts the National Change of Address process as prescribed under the NVRA by preparing and mailing address confirmation notices to registered voters as well as receiving confirmation notices and updating the voter registration master file to reflect any changes. Lead person for processing unopened ballots; receives all vote-by-mail ballots;verifies voters' signatures, gives voting credit, balances with envelope counts and updates and corrects address information received from postal service; directs collection of undeliverable ballots and determines which are to be re-mailed; generates reports detailing the number of ballots received on a daily basis; maintains the security of all ballots received until the time of opening by the elections board. Receives and processes written and telephone requests for address updates. Jefferson County Job Description: Auditor-Voter Registration Coordinator Page 2 of 4 Produces mailing labels and lists for candidates, initiative sponsors and others;produces mailing labels for affixing to the outgoing ballot envelopes. Works with vendors to assure timely addressing of ballot envelopes and reports problems with voter registration system to vendor for repair. Closes election-polling books in accordance with law; prepares documentation and organizes information for an orderly election process;processes absentee ballots in a timely fashion to assure compliance with the law; refers variances from procedure to the canvassing boards. Maintains up-to-date records of all precinct boundaries, insure that coding is accomplished as districts are annexed into cities or boundaries changed;maintains supply of maps for public use. May assist with work overflow for general, primary and special elections, as needed, including assisting r correspondence in statistical records, certification of elections and electoral and instructions. Prepares all voter registration correspondence. Screens incoming calls, problems and other relevant matters, evaluating relative importance of each; independently answers routine matters and refers other matters to the County Auditor or Chief Deputy Auditor. Cross-trains for and provides back-up for the duties of other positions, including the Licensing Specialist and Recording Specialist positions within the Auditor's Office. SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities. This position may be required to give functional and technical guidance to subordinate personnel. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Problem Solving- Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason even when dealing with emotional topics. Project Management-Manages project team activities. Technical Skills-Pursues training and development opportunities; Strives to continuously build knowledge and skills;Shares expertise with others. Customer Service-Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills-Maintains confidentiality; Keeps emotions under control. Oral Communication-Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Written Communication-Writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information. Teamwork-Balances team and individual responsibilities; Exhibits objectivity and openness to others views; Contributes to building a positive team spirit;Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. Cost Consciousness-Works within approved budget; Conserves organizational resources. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics-Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support-Followspolicies and procedures; Completes administrative tasks correctly pP p Jefferson County Job Description: Auditor-Voter Registration Coordinator Page 3 of 4 and on time; supports organization's goals and values; Supports affirmative action and respects diversity. Planning/Organizing-Uses time efficiently. Professionalism-Follows through on commitments. Quality-Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Quantity-Meets productivity standards; Completes work in timely manner; Works quickly. Safety and Security-Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment;Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality-Is consistently at work and on time;Ensures work responsibilities are covered when absent;Arrives at meetings and appointments on time. Dependability-Follows instructions,responds to management direction;Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative-Asks for and offers help when needed. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE: High school diploma or general education degree(GED); and four(4)years experience in progressively responsible position with an emphasis on election work and/or training, including two(2)years experience in a position in the Auditor's Office; or equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules,operating and maintenance instructions,and procedure manuals. Ability to write routine reports and correspondence.Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest,commissions, proportions,percentages, area, circumference, and volume.Ability to apply concepts of basic algebra and geometry. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.Ability to interpret a variety of instructions furnished in written, oral, diagram,or schedule form. COMPUTER SKILLS: To perform this job successfully, an individual should have knowledge of database software; Internet software;EXCEL Spreadsheet software and WORD word processing software. CERTIFICATES,LICENSES,REGISTRATIONS: Valid Washington State Driver's License Certified Election Administrator Jefferson County Job Description: Auditor-Voter Registration Coordinator Page 4 of 4 OTHER KNOWLEDGE,SKILLS AND ABILITIES: Knowledge of State election laws and associated policies. Knowledge of procedures involved in preparing to conduct regular and special elections. Knowledge of bookkeeping practices and general clerical procedures. Ability to develop and maintain harmonious working relationships with other County employees, officials,outside agencies and organizations, and the general public. Ability to plan,coordinate and direct activities of several Election workers to attain accuracy, completeness and efficiency in work. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met byan employee to p Y p successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job,the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to reach with hands and arms; climb or balance and stoop,kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER: This position is not part of a career ladder.