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HomeMy WebLinkAboutElections Coordinator JEFFERSON COUNTY Job Description Job Title: Elections Coordinator Department: Auditor Reports To: Auditor FSLA Exempt: No Union: UFCW BBP: No HIPPA: Level 4 Salary Level: Grade 32 Location: Courthouse Approved By: Human Resources Manager . " ,,,_,,r4 Approved Date: July 2013 SUMMARY: To plan, organize, coordinate, and carry out all phases of Election processes within the County Auditor's Office; assure compliance with all applicable sections of the WAC, RCW,the Help America Vote Act of 2002 (HAVA), and standards set by the Secretary of State. Individuals in this position must apply a thorough and complete knowledge of election procedures, processes and laws by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned: Plan, organize, coordinate, and carry out all phases of the Election processes in accordance with Federal, State, and County laws. Maintain a high level of knowledge regarding all systems currently in place including the voting system, voter registration system, Statewide Voter Registration Database, WEI Author, WEI Admin, and Online Voter Registration System. Assure that all candidates and voters have access to the election process and that elections are conducted fairly and impartially. Determine which public offices in Jefferson County are open for election each year; verify all positions with appropriate districts; create candidate information packets. Receive and process all filings by candidates for political office and all propositions for election; collect filing fees and notify candidates as to public disclosure requirements for all filings; coordinate with Prosecuting Attorney for preparation of ballot titles. Prepare all legal notices for publication and official materials relating to elections including statistical records, certification notices and official correspondence to Secretary of State or other agencies. Organize, review, edit and prepare ballot layouts for printer; calculate number of ballots needed for election; coordinate with vendors to order and schedule the printing of the ballots,proofing the ballots, and the delivery of the ballots within the proper deadlines. Program and test all election software and hardware; work with staff from the Secretary of State's Office to prepare logic and accuracy testing for Primary and General Elections; prepare logic and Jefferson County Job Description: Auditor- Elections Coordinator Page 2 of 5 accuracy testing for Special Elections; maintain records of all previous programming and back up work for archive purposes. Maintain all training manuals and keep current with all vendor changes. Program and test all disability access voting equipment and creation of all logs, seals and required reports for Disability Access Voting as required by law. Maintain inventory of all ballot materials; oversee the assembly of ballot material in preparation for mailing; work with postal authorities to maintain current postal standards for all election mailings; responsible for meeting RCW guidelines for ballot standards. Maintain the Election Department's website, including providing links to relevant state systems (such as online voter registration), and posting all election notices. Prepare the website for election night results reporting. Upload election results to be displayed on the website. Responsible for the publication of the Online Voters' Guide for each election Schedule staff coverage of the Auditor's Office on Election Day; tabulate ballots and produce election totals; report election results to media, State and Districts. Assist in directing the election board personnel that open absentee ballots; responsible for maintaining the security and voter anonymity required for the ballots from the time of opening until the election results are certified. Notify and work with political parties in accordance with RCW 29A to assure openness of the election process. Conduct annual political party observer training, create annual candidate booklet and other necessary instructional materials. Maintain, process and store records, files, lists, and all supplies necessary to the election process in accordance with State statutes. Develop and maintain a complete Policy and Procedures Manual for use as a standardized guideline. Maintain records of all election results, elected official lists, resignations and appointments, precinct committee officers, and signatures of school board directors. Monitor and track all election costs; costs of all supplies, rents, and other related expenditures necessary to the conduct of an election;calculate total costs for each election, billing and distributing costs to each jurisdiction holding an election. Respond to any election related questions to the general public, media, candidates, elected officials and junior taxing districts. Communicate with the press to provide public service announcements and necessary legal advertisements for election related items; assure dissemination of accurate information and positive public relations. Respond to citizen, candidate or official requests, questions or complaints concerning the election process appropriately referring matters of extreme sensitivity to County Auditor for handling. Jefferson County Job Description: Auditor- Elections Coordinator Page 3 of 5 Destroy records in accordance with State archive guidelines. Attend conferences, seminars, and staff meetings as required. Obtain and maintain state election administrator certification. Assist the Auditor in settingdepartmental goals, and deadlines as established byelection p objectives law. Assist and coordinate with the junior taxing districts and school districts regarding future ballot measures. Create, for the Elections Division, all required documents and software changes for new junior taxing districts or annexations thereto of existing districts reviewing same for legal sufficiency and authenticity and certify to the Board of County Commissioners as required by law. Meet with the Auditor on an as needed basis to monitor work priorities and special needs within the office to be sure all State regulations (RCW's and WAC's) are being followed and procedures analyzed. Aid and monitor employee replies to the public to be sure they follow the intent of the law. Cross-train and provide back-up for the duties of other positions, including the Licensing Specialist and Recording Specialist positions within the Auditor's Office. Perform other tasks as directed. SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities. This position may be required to give functional and technical guidance to subordinate personnel. REQUIRED KNOWLEDGE AND ABILITIES: Ability to learn multiple proprietary systems for running elections including Unity for the ballot counting/preparation duties and EIMS for voter registration. Knowledge of all computer systems and ability to stay current on all upgrades and procedural changes in the hardware and software required for each Division of the office. Ability to be detail oriented. A high level of proficiency in understanding and applying State election laws and procedures is required with the ability to retain certification with the Secretary of State's Office through continuing education. 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, employees or organizations. Ability to issue written and oral instruction. Ability to communicate technical and complex information to individuals and small groups. Jefferson County Job Description: Auditor- Elections Coordinator Page 4 of 5 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Cognitive ability to accurately search columns of numbers in small print for errors, data entry, and related purposes. Ability to utilize specialized election equipment and related test equipment necessary to perform required duties. Ability to use a typewriter, computer terminal, personal computer and software, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. Ability to implement and maintain sound organizational practices. Ability to maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and budgets. Independent and self motivated to complete required deadlines while simultaneously completing other tasks. While performing the duties of this job,the employee is regularly required to stand; walk; sit; use hands to finger,handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. MINIMUM QUALIFICATIONS: Associate's degree (A A) or equivalent from two-year college or technical school with an emphasis on business or legal studies and a minimum of five (5) years experience in clerical work, directly related to the conduct of elections, public recording or auditing functions, including a minimum of three (3) years experience in progressively responsible clerical positions, including one (1) year of supervisory or lead experience; or equivalent combination of education and experience. OR Four(4) years of related experience and/or training in another County in Washington State; and a minimum of five (5)years experience in clerical work, directly related to the conduct of elections, public recording or auditing functions, including or supplemented by a minimum of three (3) years Jefferson County Job Description: Auditor- Elections Coordinator Page 5 of 5 experience in progressively responsible clerical positions, including one (1) year of supervisory or lead experience; or equivalent combination of education and experience. Certified under Chapter 29A.04 RCW as Election Administrator to conduct primary, general and P special elections. Election Certification obtained through the Office of the Secretary of State within eighteen months of hire. Specialized knowledge of the following computer systems is preferred: Elections (ES&S); Voter Registration(DFM); Legal Recording/Imaging (CRIS+Plus); and Washington State Department of Licensing (VFS). Valid Washington State Driver's License. DESIRABLE QUALIFICATIONS AND ABILITIES: Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance and improvement. Familiarity with tools, instruments, equipment and techniques commonly used in the performance of related tasks. Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a calm, professional manner. Understands the need for maintaining confidentiality of sensitive information. Assure efficient and effective utilization of volunteers and department personnel, funds, materials, facilities, and time. WORK ENVIRONMENT: The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.