Deputy Director of Board of Elections

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Deputy Director of Board of Elections

Market Range:

MR23

Approved Date:

3/8/2024 12:25:17 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M5

Career Level Description:

Management Level 5

Job Code:

100207

Job Family:

Board of Elections

Sub Family:

General Operations

Primary Purpose

Manages daily operations of the BOE office, including personnel supervision and assignment of duties. Responsible for managing requisition requests for hiring in compliance with the Wake County Human Resources Administrative Manual. Manages the preparation and conduct of elections in accordance with federal and state law, assist with the planning and oversight of board meetings. Oversees the development and administration of the department budget, manages contracts, audits and approves payment of invoices, oversees the certification and testing of voting equipment, manages the State Election Information Management System data, approves all election forms and training manuals, tracks and reports election software deficiencies and enhancements, manages all aspects of election administration.

•

Manages department operations and personnel. Reviews and analyzes program goals and objectives, community needs, service demands and project trends. Provides direction, design and planning for the functions and daily activities of the department, including voter registration, campaign finance, precinct staffing and training. Identifies priorities and responsibilities. Monitors staff performance and directs staff development. Manages staff resources and work plans. Analyzes permanent and temporary staffing needs. Analyzes on-going work to ensure that all legal requirements are met.  Develops position descriptions for new positions, conducts interviews, and makes hiring decisions. Oversees the election operations center including facility management, security, supply chain management, and voting equipment maintenance. Supervises the payroll and classification system, ensuring that all new employees have completed required documents. Develops division program goals and evaluates results through reports, statistics and regular communication. Adjusts processes and procedures to improve efficiencies. Supervises all projects from concept to completion, paying particular attention to details and accuracy.

1

35%

•

Oversees the administration of elections. Ensures that work plans are developed and schedules maintained for elections and projects. Manages projects and resolves problems or issues. Oversees the certification of voting equipment.  Approves all election forms and precinct official training manuals. Oversees absentee by mail and early voting protocols.  Calculates staffing levels for polling places. Develops emergency procedures. Develops protocols for security of ballots and voting equipment. Develops procedures to implement new election laws and directives. Manages the post-election reconciliation of ballots. Prepares documentation for the Board and assists with facilitating board meetings.

2

35%

•

Manages department budget and finances. Develops department’s business and strategic plans through business process analysis, technology, and business administration. Develops base budget and expansion requests. Monitors department budget. Prepares bid specifications and manages contracts within the budget framework. Approves requisitions. Develops and manages vendor contracts for ongoing services. Reviews weekly budget reports. Monitors performance measures.  Determines need for capital requests or personnel expansions. 

3

20%

•

Performs public and inter-department communications. Serves on multi-department RFP committees. Participates in Extended Management Team meetings and stakeholder forums. Conducts media interviews, prepares news releases, and prepares responses to public records requests. Works with staff and citizens to resolve issues, questions and complaints.  Serves as the primary point of communication with the State Board of Elections, candidates, and county political parties.  Works with local and state agencies such as the DMV, USPS, DHHS, and District Attorney, on topics relating to voter registration and elections. Serves on committees identifying current problems, new technology or acting as liaison to county departments. Establishes and maintains good working relationships with vendors and other state and local officials. Proactively manages media relations to create positive images of the service and outcomes of the department. Cultivates and maintains open relationships with media representatives. Increases public awareness and appreciation of the department.

4

5%

•

Develops procedures for security of election software and voter data. Leads the implementation of improvements to relevant applications and databases, equipment, customer services, security, and systems. Tracks and reports election software deficiencies and enhancements regarding the state software system. Plans and implements department internet presence. Develops disaster recovery plan.

5

5%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M5

Career Level Description:

Management Level 5

•

Directs multiple Divisions within a Department and/or manages a complex business oversight program with significant County-wide impact. Creates strategies for Divisions and has significant influence on overall Department budget.

•

Responsible for identifying and directing implementation of changes to processes, systems or standards to enhance improvement of Department(s).

•

Communicates within and outside the Department(s). Has significant influence with regard to the County or Department's practices and approaches.

•

Achieves goals through Division heads and/or Directors in areas of responsibility. Serves as an extension of the Department Head by holding other teams accountable for delivery.

•

Creates staffing plans for Department. Has hiring, firing, promotion and reward authority for direct reports.

•

Requires advanced management and leadership knowledge to oversee diverse programs. Has master-level knowledge and skills within a specific technical or professional discipline with strong understanding of other areas within the Department or across the County.

Qualifications

•

Bachelor's degree in Political Science, Law, Business Administration, Public Administration or related field

•

Seven years of experience in County Board of Election administration and personnel management including at least three years of supervisory experience

•

Notary Public

•

Equivalent education and experience are accepted

•

NCCEA - North Carolina Certified Elections Administrator

Upon Hire

•

Exceptional oral/public speaking and written communication skills

•

Exceptional critical thinking ability with demonstrated troubleshooting and problem-solving skills

•

Supervision skills with ability to provide guidance and professional support to staff, offer regular feedback, hold staff accountable, and serve as a mentor

•

Thorough knowledge of applicable County, State and Federal policies

•

Must be proficient in Microsoft Office Word, Excel, and Outlook

•

Thorough knowledge of Departmental rules, regulations and organizational culture

•

Ability to handle confidential matters with discretion

•

Good Interpersonal skills and team orientation.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above 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.

Competencies

Analysis

Examines data to grasp issues, draw conclusions, and solve problems.

Enforcing Laws, Rules & Regulations

Enforces governmental laws, rules, and regulations, and initiates enforcement actions in a way that the public perceives as fair, objective, and reasonable.

Human Resource Management

Knowledge of employee development concepts, principles, and practices related to planning, evaluating, and administering performance management, training, organizational development, and career development initiatives.

Fiscal Accountability

Follows fiscal guidelines, regulations, principles, and standards when committing fiscal resources or processing financial transactions. Understands the organization's financial processes.  Prepares, justifies, and administers the program or project budget. Oversees procurement and contracting to achieve desired results. Monitors expenditures and uses cost-benefit thinking to set priorities. 

Strategic Vision

Sees the big, long-range picture and leads others accordingly.

Team Leadership

Willingly cooperates and works collaboratively toward solutions that generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives. Manages staff in ways that improve their ability to succeed on the job.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate and explain a variety of information

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X