Board of Elections Recruitment Coordinator

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

Job Information

Title:

Board of Elections Recruitment Coordinator

Market Range:

MR15

Approved Date:

2/12/2021 1:18:20 PM

FLSA:

Non-Exempt

EEO Code:

PARAPROFESSIONALS

Career Level:

M1

Career Level Description:

Management Level 1

Job Code:

100065

Job Family:

Board of Elections

Sub Family:

Staffing

Primary Purpose

Provide oversight, administrative, vendor and compliance support for Election Day support and services. Work with the public, political parties and appointed Board members to recruit and secure sufficient staffing. Work with staff to obtain all necessary personnel forms and tax ID information required. Monitor training records and payroll for submission to County Finance Office. Help with the staffing and scheduling of early voting officials and provide consultation services to the Board in compensation, classification, training and recruiting issues. Work to improve the quality of the working environment and initiate services to improve and retain the staff working elections. Work closely with the Deputy Director and Director to achieve maximum performance on Election Day. Manage the daily operations of the division within the Board of Elections.    

•

Answer questions and inquiries regarding staffs’ responsibilities, compensation and time commitment required. Analyze job responsibilities to determine the best recruiting strategies. Receive and evaluate applications for positions available. Research recruitment locations for upcoming work assignment locations needed. Work closely with Democratic and Republican parties and civic groups to recruit new staff to meet the needs of adequate staffing for all precincts in the county. Recruit off site at local community colleges and universities. Work closely with other organizations within the community, including Wake County libraries. Recruitment tools used to ensure the county is sufficiently staffed throughout including online applications, rack cards, tear offs and posters conveniently located at various libraries within Wake County. Communication used to recruit but not limited to: mass email/mailing communication to include social media such as facebook and twitter. Determine assignments by reviewing staff profiles with regard to a variety of factors - including distance from home precinct, experience, comfort level, skill assessment score, and availability. Prepare weekly tasks with BOE staff regarding assignment goals and drop count. During peak election season, assign and train over 2500 staff to work and an additional 50 back up trained staff to help maintain balance within staffing requirements and party affiliation. Import new applications daily to ensure that all staff working Election Day are active voters within the county. Locate polling locations and assignments based on staff’s voting jurisdiction by using extensive phone support and email communication. Handle technical issues related to voter registration information and early voting. Follow all guidelines and procedures related to state and federal election laws.

1

65%

•

Design and maintain database of approximately 15000 applicants interested in working Election Day and early voting. Correspond with applicants both in writing, e-mail and telephone. Draft and prepare brochures outlining the responsibilities and pay scale for the various positions. Prepare reports for Board members to appoint for a term or as an “emergency staff member”. Calculate costs of supplies, services, and programs to be submitted in the budget. Help Election Day staff with name change and address updates to ensure all applicants are within voting jurisdiction. Maintain accurate personnel forms and tax ID (Vendor Codes) information for County Finance Office to ensure proper payroll. If necessary, contact Election Day staff to professionally resolve personnel and training issues within each precinct.

2

20%

•

Write and distribute news releases, information fliers, tear offs, posters, bookmarks and other printed documents informing the public of the needs of the office. Collect information and distribute by e-mail and posting to the website and social media. Help with crisis/emergency situations. Understand all federal and state election laws and directives to accurately develop and produce updated documents.

3

10%

•

Manage Election Day voter history post election processes and audits for each election.

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:

M1

Career Level Description:

Management Level 1

•

Plans and establishes operational objectives for a team of support employees within a Work Group.

•

Typically does not have budget accountability but may manage day-to-day elements of the budget (e.g., overtime for staff).

•

Responsible for making basic improvements to processes, systems or standards to enhance performance of the Work Group or team.

•

Communicates within and outside the Work Group.

•

Explains policies, practices, and procedures and may justify and gain cooperation of other parties.

•

Supervises support roles. Leads, directs and reviews the work of team members in order to accomplish operational plans and results.

•

Has hiring, firing, promotion, performance and rewards decisions for direct reports.

•

Understands basic management approaches such as work scheduling, prioritizing, coaching and process execution. Typically requires advanced knowledge of job area typically obtained through advanced experience.

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 elections office

And

•

2 Years

Working in a customer service role

•

NP - Notary Public

Within 1 Year

•

Exceptional oral/public speaking and written communication skills

•

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

•

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

•

Effective technical and data entry skills with attention to detail

•

Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions

•

Ability to establish and maintain effective working relationships with others

•

Ability to plan, coordinate and execute programs and events

•

Ability to interact and communicate effectively with individuals at all levels of the organization with tact and diplomacy

•

Good Interpersonal skills and team orientation

•

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

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

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.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Customer Service

Balances interests of a variety of clients, and readily readjusts priorities to respond effectively to pressing and changing demands for information, advice and assistance.  Anticipates and meets the needs of clients; achieves quality end products; and commits to continuous improvement of services.

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.

Professionalism

Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question. Maintains calmness in stressful or adverse situations. Diplomatically handles challenging or tense interpersonal situations.

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