Board of Elections Service Coordinator

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

Job Information

Title:

Board of Elections Service Coordinator

Market Range:

MR15

Approved Date:

2/12/2021 1:13:29 PM

FLSA:

Non-Exempt

EEO Code:

PARAPROFESSIONALS

Career Level:

M1

Career Level Description:

Management Level 1

Job Code:

100066

Job Family:

Board of Elections

Sub Family:

General Operations

Primary Purpose

Provide professional, administrative and technical services to provide free, open, and professionally managed election services to Wake County citizens. Supervise and manage the daily operations and performance of clerical staff on the Voter Registration and Absentee Team. 

•

Management of Voter Registration and Elections Administration. Supervise and manage the daily operations of clerical staff on the Voter Registration and Absentee Team to ensure the incoming work is processed daily without any backlog. Supervise daily team performance and realign work as needed. Prepare spreadsheets/reports to track work production. Ensure voter registration database is complete and accurate. Process voter registration applications, cancellations, and absentee ballot requests. Keying updates provided on federal and state forms. Process information request. Work in databases and spreadsheets daily. Collaborate with team members to gain knowledge of work processes. Analyze and verify potential voters' applications to make certain information correlates with General Statues; prior to processing their applications. Understand all federal and state election laws and directives to accurately develop and produce updated documents and procedures. Provide adequate training for new employees as well as training for all employees whenever there is a statutory change. Verify processing of registrations is completed in a timely and accurate manner. Manage mailroom processes, sorting, collecting, scanning and distributing mail. Keep abreast of any statutory changes that affect the work in voter registration and absentee. Research statutes and update the voter registration and absentee manuals accordingly.

1

70%

•

Provide superior customer service to Wake County residence by telephone and in person; issuing forms, applications, and informing customers of online resources. Respond to and resolve customer inquiries through research; informing candidates, elected officials, and the general public of the federal and state election laws. Order and print reports for customers. Manage staff in daily office procedures to ensure the front line is adequately staffed and information provided to the public is accurate. Write and distribute information fliers, posters, and other printed documents informing the public of the needs of the office.

2

15%

•

Provide personnel management on hiring and disciplinary actions and work objectives/effectiveness. Track the workflow in the unit along with the production/errors of the staff in the unit and update the staff whenever there are statutory changes that affect how the work is processed. Prepare employee performance evaluations. Monitor employee’s leave and process staff timesheets. Maintain, review and coordinate with Finance for the payroll of temporary staff.  

3

10%

•

Election Support: Help with various election and post election tasks including voter history and provisionals and prepare for Board Meetings.

4

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:

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 experience in business environment

•

Notary Public

•

Equivalent education and experience are accepted

•

Bachelor's Degree

•

2 Years

Working in a County Elections Office

And

•

2 Years

Working in a Customer Service Role

•

Exceptional oral/public speaking and written communication skills

•

Proficiency with Microsoft Word, Excel, Publisher and PowerPoint

•

Ability to handle confidential matters with discretion

•

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

•

Considerable knowledge of the program area

•

Ability to manage and lead special projects

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.

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.

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.

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.

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.

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