Board of Elections Early Voting Coordinator

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

Job Information

Title:

Board of Elections Early Voting Coordinator

Market Range:

MR15

Approved Date:

2/12/2021 1:54:33 PM

FLSA:

Non-Exempt

EEO Code:

PARAPROFESSIONALS

Career Level:

C3

Career Level Description:

Core Services Level 3

Job Code:

100061

Job Family:

Board of Elections

Sub Family:

Early Voting

Primary Purpose

Plan and manage early voting operations, develop and administer the budget for the early voting division, aid with management of Election Day operations and post-election reconciliation duties.

•

Collaborate in the development of RFPs for contracted and temporary staffing services. Train and supervise up to 20 temporary office support staff and up to 1500 early voting temporary staff. Work with town clerks, municipal administrators, facility directors, special event coordinators, and superintendents to secure use of facilities for early voting. Prepare Early Voting Plans of Implementation and board resolutions for submission to the NC State Board of Elections. Work with vendors on pricing and ordering prior to ordering required supplies before early voting, staying within the budget constraints. Schedule the setting up and breaking down of early voting equipment at early voting facilities. Work with municipalities and contractors to negotiate contracts for services. Plan and coordinate timelines with multiple teams to ensure project completion. Determine distribution of unvoted ballots each early voting facility will receive. Manage the packing of ballots pursuant to number of ballots and ballot styles required for each early voting facility. Survey and inspect potential facilities to be used as early voting locations. Evaluate and complete the federal survey for facilities utilized as early voting locations to verify the facility will meet the ADA requirements. Design and prepare early voting facility indoor and outdoor layouts. Research possible solutions if facility is not 100% ADA compliant. Determine and coordinate signage and other supplies necessary for the public to gain easy access to the facility. Inventory and create spreadsheets of supplies, equipment and documents required for management of up to 30 early voting sites. Evaluate and recommend improvements to processes and systems.

1

75%

•

Develop and administer annual budget for entire division of up to $3 million. Develop expansion request business cases. Analyze budget impacts of new election laws and state directives. Work with, review, and monitor vendors and financial transactions. Aid in managing procurement of goods and services. Prepare requested documents and related information for review by the board. Monitor the budget to ensure spending aligns with the budget at the object code level. Coordinate with staff to collect budget requests for the division.

2

15%

•

Supervise the research, verification, and counting of provisional ballots. Create and print files ensuring correct jurisdictions. Identify addresses, maintain and update geocode files, municipal records such as annexations reported, create reports, and update tables. Update and adjust voter jurisdictional districts upon federal or state legislative directive. Compile, prepare, and store all unused and marked ballots, authorization to vote forms, reconciliation paperwork, poll books, and other election records to be scheduled for destruction pursuant to the North Carolina Records Retention schedule. Operate fork lift to store pallets of election supplies. Maintain extensive knowledge of election procedures for the purpose of providing telephone and roving support to precinct officials on Election Day

3

10%

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

•

Assist with board meetings and recounts

*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:

C3

Career Level Description:

Core Services Level 3

•

Works to deliver day-to-day objectives that directly impact the achievement of results for the Work Group.

•

Work consists of tasks that are typically not routine.

•

Works independently under limited supervision, applying discretion when required.

•

Responsible for recommending adjustments to processes or systems that improve the effectiveness of the Work Group.

•

May be required to apply discretion within broad operational boundaries and procedures.

•

Communicates within and outside Work Group to obtain information or explain practices and policies.

•

Responsible for providing, guidance, coaching, and training to lower-level support employees.

•

Requires broad knowledge of operational systems and practices typically gained through extensive experience, technical training, and/or advanced education.

Qualifications

•

Associate's degree

•

Two years of job-related experience

•

Equivalent education and experience are accepted

•

Bachelor's Degree

And

•

2 Years

Working in a County Board of Elections Office

And

•

FO - Forklift Operator

Within 1 Year

•

NP - Notary Public

Within 1 Year

•

Proficiency with Microsoft Word, Excel, Publisher and PowerPoint 

•

Excellent follow through, attention to detail, concentration and accuracy

•

Motivating, developing, and directing people as they work, identifying the best people for the job

•

Individual must have excellent communication and project management skills 

•

Good time management and organizational skills evidenced in previous assignments

•

Considerable knowledge of the program area

•

Superior customer service skills, integrity, and commitment to collaboration and forward-thinking efficiency

•

Strong trouble shooting and critical thinking skills 

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

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

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.

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Strategic Vision

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

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 and apply routine verbal and/or written instructions

Organization

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

Decision Making

Make decisions that have an impact on the immediate work unit's 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