Board of Elections Inventory Control Specialist

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

Job Information

Title:

Board of Elections Inventory Control Specialist

Market Range:

MR13

Approved Date:

1/20/2021 12:06:14 PM

FLSA:

Non-Exempt

EEO Code:

ADMINISTRATIVE SUPPORT

Career Level:

C1

Career Level Description:

Core Services Level 1

Job Code:

100063

Job Family:

Board of Elections

Sub Family:

General Operations

Primary Purpose

Provides oversight, administrative, vendor and compliance support for warehouse duties, specialized programs and services. Manages the inventory of election equipment and supplies in a database. Arranges existing inventory, stocks shelves, and manages supply deliveries. Receives and inspects delivered items. Submits billing statements, communicates inventory budgetary needs to place orders, and monitors pricing arrangements with the Board of Elections Finance Team. Maintains equipment warranties. Maintains quality assurance and accountability of all supplies by repairing damaged items or replacing them as needed. Aids with the management of official documents in accordance to retention schedules. Helps with the moving company coordination to plan the distribution and collection of election equipment to and from all Wake County polling places and 25 +/- early voting sites for each election. Facilitates the plan for multiple remote locations for supply distribution and collection. Train temporary staff on processes and procedures for various tasks. Load and unload pallets with a forklift in preparation for supply distribution and return. Helps other teams in the office with printing and packing election documents, use of the warehouse dock for deliveries, supply distribution and training events. Work with contractors and outside vendors regarding facility repair and maintenance for the warehouse. Aids in the inspections of potential facilities to be used as polling places and ensure compliance with ADA regulations.

•

Inventories and creates spreadsheets of supplies, equipment, and documents required for management of all Wake County precincts and 25 +/- early voting sites. Organizes and distributes supplies and other support documents for precincts and early voting sites prior to each election. Trains and supervises temporary staff to clean, prepare, and pack all equipment and supplies prior to each election. Maintains data log of delivery times and contact information for logistic vendors. Secures all items and locations needed for pick-up, delivery, and completion of Chain of Custody documents at remote site operations. Helps staff members to troubleshoot any problems with the delivery of equipment prior to the opening of polls on Election Day. Operates forklift as needed for temporary agency staff to load and unload supplies and stage delivery and return of equipment. Utilizes spreadsheets for precinct specific supplies, determine delivery method, and maintain precinct specific supply items in department database. Tests all non-election equipment to ensure it is in proper working order prior to delivery. Works with other BOE teams to establish supply levels needed for each election. Troubleshoots any supply issues during early voting, Monday night setup, and Election Day. Sets up supply delivery area of Operations Center Warehouse to accommodate safe, accurate, and efficient equipment loading and unloading. Plans, organize,s and trains temporary agency staff for remote supply collection and pollbook distribution operation to ensure timely and accurate delivery and return of all sensitive elections equipment and supplies.

1

70%

•

Preforms administrative and warehouse facility duties. Maintains warehouse equipment warranties. Facilitates daily warehouse inspections. Evaluates processes and programs and recommend changes in safety procedures. Maintains a safe and organized work environment by implementing routine preventative maintenance programs for the warehouse. Updates safety documents as needed to comply with state and federal warehouse regulations.

2

15%

•

Acts as a custodian of secure election records. Compiles, prepares, and stores all unused and marked ballots, authorization to vote forms, reconciliation paperwork, pollbooks, and other election records to be scheduled for destruction pursuant to the NC Records Retention schedule. Operates forklift to store pallets of records divided by type and destruction date. Retrieves records as needed for research by BOE staff. Inventories ballots upon delivery from vendor. Repacks ballots pursuant to number of ballots and ballot styles required for early voting sites and each precinct on Election Day. Maintains ballots in a controlled and secure access area. Maintains chain of custody forms as required by SBOE regulations.

3

10%

•

Surveys and inspects potential facilities to be used as polling places. Advises staff regarding any and all ADA compliance issues. Evaluates and completes the federal survey for facilities utilized as polling places to verify the facility will meet the ADA requirements. Prepares layout of the area to be used for voting. Researches possible solutions if the facility is not 100% ADA compliant. Determines and coordinates signage and other supplies necessary for the public to gain easy access to the facility. Uses problem-solving ability to find solutions to unique problems at facilities and maintain facility-specific database. Coordinates with temporary accessibility structure vendor to install and remove any temporary ramps, rails, or other items necessary for the facility to be compliant with ADA requirements.

4

5%

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:

C1

Career Level Description:

Core Services Level 1

•

Works to deliver day-to-day objectives with some impact on achievement of the Work Group results.

•

Work follows defined standard procedures and consists of tasks that are routine.

•

Work is closely supervised.

•

Responsible for checking data and information when minor changes may be required based on review.

•

Follows a well-established and familiar set of activities and/or processes to derive a solution.

•

Communicates within and outside the immediate team to obtain and provide basic information.

•

N/A – Jobs at this level are focused on self-development.

•

Requires limited job knowledge of systems and procedures. Follows basic work routines and standards.

Qualifications

•

High school diploma or GED

•

Three years of experience in office or warehouse management

•

Valid Driver's License and "safe" driving record

•

Forklift certification - may be required

•

Equivalent education and experience are accepted

•

Associate's Degree

Or

•

Bachelor's Degree

•

1 Year

working in a county elections office

•

Good Interpersonal skills and team orientation.

•

Strong attention to detail and well organized.

•

Managing one's own time and the time of others.

•

Ability to manage and lead special projects

•

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

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

Quality Assurance

Produces results or provides service that meets or exceeds organizational standards. May audit the work of others to ensure quality standards are met.

Problem Solving

Builds a logical approach to address problems or opportunities or manage the situation at hand by drawing on one's knowledge and experience base, and calling on other references and resources as necessary.

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.

Time Management

Manages own time, priorities, and resources to achieve goals. Establishes a systematic course of action for self or others to ensure accomplishment of a specific objective. Sets priorities, goals, and timetables to achieve maximum productivity.

Safety

Adheres to all workplace and trade safety laws, regulations, standards, and practices.

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:

All Others

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

High Stress Situations

X

Dangerous Situations

X

Emergency Situations

X

Incarcerated Individuals

X

Combative Individuals

X

Animals

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand and apply routine verbal and/or written instructions

Organization

Organize actions to complete sequential and/or routine tasks

Decision Making

Make decisions that have an impact on the individual's work

Communication

Communicate and exchange routine/basic information

Extreme cold

Extreme heat

Humid

Wet

Noise

Hazards

Temperature Change

Atmospheric Conditions

Vibration

Computers/Monitors

Extreme Darkness

Extreme Brightness

Radiation

Chemicals/Hazardous Waste

Gases/Gas Leaks

Electrical Hazards

Acidid or Harsh Substances

Infectious Bacteria/Viruses

Infectious Diseases

Blood-Borne Pathogens

Fumes/Airborne Particles

Allergens (variety)

Confined Spaces

High or Precarious Places

Ladders/Step Stools

Moving Mechanical Parts

Operating Vehicle

Operating Light Equipment

Operating Heavy Equipment