Board of Elections Logistics Specialist

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

Job Information

Title:

Board of Elections Logistics Specialist

Market Range:

MR14

Approved Date:

2/9/2021 1:44:50 PM

FLSA:

Non-Exempt

EEO Code:

PARAPROFESSIONALS

Career Level:

C2

Career Level Description:

Core Services Level 2

Job Code:

100064

Job Family:

Board of Elections

Sub Family:

Elections

Primary Purpose

Provides oversight, administrative, and compliance support for specialized programs or services within the logistics area of the department. Manages election supplies and packing, ensures election documents are up to date, oversees supply distribution and return to and from our 206 polling places. Acts as team lead and provides communication with other departments and contracted vendors, assists with budget planning, and maintains election records according to retention schedules. Responsible for all polling place and supply inventory software management, orchestrating staff, events, vendors, and supplies to ensure successful elections.

•

Coordinates with various other vendors and county staff to secure all items and locations needed for polling place supply management. Leads staff members to troubleshoot any problems with delivery of equipment prior to the opening of polls on Election Day. Operates forklift as needed to load and unload supplies, stage deliveries and return of polling place supplies or equipment. Creates spreadsheets to maintain precinct specific supply items in department database. Works with other BOE teams to establish supply levels needed for each election. Troubleshoots any supply issues on Monday night and Election Day. Sets up supply delivery area of Operations Center to accommodate safe, accurate and efficient equipment loading and unloading. Plans, organizes, and trains temporary agency staff for remote supply collection, pollbook distribution operation, and for the return of all sensitive elections equipment and supplies. Informs IT of precinct laptop needs and coordinate with BOE staff to deliver laptops. Coordinates with other teams to assist with the transition of early voting sites to election day polling places. Helps with the organization of packing election supplies to ensure accuracy and efficiency. Coordinates with moving company vendor to plan the distribution and collection of election equipment to and from all polling places for each election. Plans and oversees multiple remote locations for supply distribution and collection. Coordinates with other teams in the department to schedule timelines for printing and packing election documents, precinct supply pickup or deliveries, and training events. Aids in the management of phones for facilities to be used on election day at all polling places. Defines performance metrics for measurement, comparison, or evaluation of supply chain factors, such as accuracy of packing, supply life cycles, and loss prevention.

1

70%

•

Provides customer service and communicate with election officials in-person, over the phone, and by email. Provides Election Day technical support to Precinct Officials. Troubleshoots any Precinct Official reported supply issues. Verifies all officials arrive at assigned precinct at their designated time. Ensures officials have access to the polling place facility. Sends frequent email communications to inform Precinct Officials of polling place changes or updates.

2

10%

•

Maintains documentation for facility use agreements and provides vendor information to polling places that utilize a fee. Audits contracts and agreements for the usage of all polling places for each election. Provides customer service and communicates with election officials in-person, over the phone, and by email. Provides detailed vendor information for auditing polling place rental and insurance payments to Finance Team after each election. Maintains polling place database with the most recent information regarding payment amounts for facility use.

3

10%

•

Surveys and inspects potential facilities to be used as polling places. Advise 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 area to be used for voting. Researches possible solutions if 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 facility to be compliant with ADA requirements. Schedules polling place ADA surveys and manages facility updates at each Wake County polling place to be surveyed and inspected as potential facilities to be used as polling places.

4

5%

•

Presents polling place move recommendations to Board Members and other critical Board level polling place issues. Manages official documents in accordance to retention schedules resulting from Board approval. Helps in the creation of maps to outline proposed changes to precincts. Compiles, prepares, and presents data and statistics as it relates to precincts.

5

5%

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

•

Helps with post-election reconciliation

•

Participates in 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:

C2

Career Level Description:

Core Services Level 2

•

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

•

Work typically involves regular review by senior employees and/or supervisors.

•

Responsible for making minor adjustments to work methods to solve problems that are routine and typically exist in current work processes and systems. May be required to highlight areas of concerns/problems and submit or recommend solutions to supervisor in own Work Group.

•

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

•

May provide guidance and assistance to new or entry-level employees.

•

Requires basic job knowledge of systems and procedures obtained through prior work experience or education.

Qualifications

•

High School Diploma or GED

•

Two years of experience in logistics, supply chain management or elections

•

Lift Truck Operator or must be able to obtain

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Valid Driver's License and "safe" driving record

•

Equivalent education and experience are accepted

•

2 Years

County elections experience

•

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

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Strong attention to detail and well organized.

•

Individual must have excellent communication and project management skills 

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

•

Ability to manage and lead special projects

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Ability to handle confidential matters with discretion

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

•

Talking to others to convey information effectively.

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.

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.

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.

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