Elections/Voter Services Supervisor

Elections Supervisor

The employee in this position performs supervisory and administrative work in the Elections Division of the Island County Auditor's Office which includes Elections and Voter Registration. This is a working supervisory position. The employee in this class supervises, provides training and guidance for staff including the Voter Registration Coordinator. This employee assists the Voter Registration Coordinator with duties and responsibilities associated with Elections and Voter Registration including planning, organizing, and directing all duties and responsibilities and evaluating the activities of the Elections Division temporary personnel.

The person in this position is responsible for monitoring projects, project deadlines, and the work of others. This employee sets clear, realistic goals and objectives; provides appropriate tools and resources for a supportive environment that encourages team building and unites employees during stressful times; coaches and develops staff, evaluates performance, sets standards including providing guidance and taking disciplinary action when necessary. The Elections Supervisor is able to problem solve, read and respond to division inquiries from staff, the public and others promptly. The employee performing this work is supervised by the Auditor and Chief Deputy Auditor. Evaluation is based on reports, supervisory skills, job performance, accuracy of work and results obtained. The employee in this position must be able to respond to inquiries and requests with the highest level of accuracy, civility and professionalism.

Job Duties

• The Elections Supervisor directs and organizes all Election Division functions, including voter registration, election administration, tracking and billing of election expenses, coordination of elections with junior districts, assists with hiring election support staff/temporary election workers, establishes work schedules, supervises employees, assists the Auditor in educating the public regarding Elections matters, performs duties of Auditor Department webmaster and associated tasks, website maintenance; compiles/composes voter pamphlet materials and oversees production; performs maintenance on portions of elections electronic equipment.
• Supervises and coordinates activities of the Elections Division. Analyzes and sets work schedules to expedite work flow. Issues instructions; oversees work for exactness and conformance to procedures and policies; assigns tasks.
• Analyzes, employs, formulates and changes operating procedures to facilitate the safe, efficient, accurate operation of the department.
• Provides technical assistance to staff, answers questions and resolves problems related to Elections and Voter Registration. Understands and accurately interprets the Revised Code of Washington (RCW) and the Washington Administrative Code (WAC) as they apply to the Elections Division.
• Provides technical support for equipment within the Elections Office. Works in conjunction with vendors' support staff to maintain optimal performance of hardware and software.
• Ensures compliance with the Help America Vote Act and other federal requirements that pertain to Elections and Voter Registration.
• Resolves day to day issues within the division. Ensures a positive, harmonious working environment.
• Maintain accurate tracking of all election-related expenses, including staff hours, materials and services related to each specific election and prepare documentation for the billing of allowable expenses.
• Manages and oversees the Election Observer Program.
• Ensures timely communication between Island County Elections and Auditor.
• Manages facility maintenance for the Election Center. Maintains a safe, clean and healthy working environment for staff and equipment.
• Recommends promotional/disciplinary action for staff to Auditor.
• Must possess the ability to understand and perform all the duties of the Elections Division; be capable of obtaining the State Elections Administrator certification within two years of hire.
• Facilitates leave requests; schedules staff vacations so adequate worker coverage is maintained for the work schedules and standards in Elections and tasks deadlines.
• Reviews and approves payroll forms for all elections staff/workers in compliance with Island County Payroll requirements.
• Conducts staff and election worker training; ensures information is exchanged and problems are resolved timely and efficiently.
• Trains staff in departmental procedures, operation and maintenance of equipment. Prepares training manuals; conducts training as directed by Auditor or Chief Deputy.
• Consults with Auditor or Chief Deputy regarding staffing needs, attends staff meetings; makes recommendations regarding Elections budget for equipment and staffing.
• Composes correspondence, forms and routine letters; provides notifications; legal notices pertaining to all aspects of Elections in compliance with statute.
• Develops and maintains a positive working relationship with Elections staff, County agencies, taxing districts, department personnel, internal/external customers, candidates, and general public.
• Ensures that all Elections Division functions run smoothly, timely and efficiently. Performs all elections duties with zero measure of error.
• Provides backup support for the other divisions as needed.
• Effectively persuades, informs, educates, trains, solicits information, motivates and directs a wide variety of individuals or groups.
• Maintains regular, predictable and punctual attendance during regularly scheduled work hours.
• Meets the traveling and training requirements of the position.
• Functions as a member and leader in a team environment.
• Performs the physical requirements of the position.
• Works within the established working conditions of the position; works a flexible schedule: may include evening, weekends, holidays, overtime.
• Performs other duties as assigned.

Knowledge, Skills & Abilities

• Must have extensive experience with multiple computer hardware, software systems and programs, electronic office equipment set-up, functions and operations; able to troubleshoot, evaluate/articulate problems and resolve them.
• Thorough knowledge of Federal and WA State laws and regulations of elections.
• Knowledge or familiarity with State, County and local government structure.
• Knowledge of the principles and practices of management, supervision and represented contract requirements as well as Island County personnel policies.
• Knowledge of finance, accounting, bookkeeping, A/P and budgeting practices.
• Ability to interpret/apply election policies, procedures and legal requirements.
• Ability to assign tasks, supervise and evaluate the work of subordinates.
• Possess excellent written and oral communication skills to explain policies and procedures and to work effectively with other employees, agencies and the general public while being courteous, tactful, diplomatic and showing good judgment.
• Ability to plan, organize and supervise election assembly and processing operations, establish procedures and provide technical support for election program systems.
• Knowledge of functionality of databases and ability to evaluate and communicate needed system modifications and improvements.
• Ability to organize and prioritize election projects, meet deadlines and demands of workload with minimum of supervision while maintaining accuracy.
• Possess basic knowledge of management principles, practices and supervision; be able to conduct operations in an efficient and effective manner.
• Must possess and exhibit excellent written and verbal communication skills to explain policies and procedures, to work with other employees, department heads, agencies, and taxing districts using courtesy, tact and good judgment.
• Ability to foster and develop a team environment within the election department and with temporary election workers. Work as a team member within organization.
• Possess Crucial Skills to improve communication, accountability, leadership and behavior; exhibit a strong ability to maintain confidential information, foster a positive working relationship with peers and subordinates, and possess/utilize skills to maintain proper office decorum.
• Ability to quickly grasp new techniques, read, interpret and apply technical instructions for software programs and hardware; comply with regulations, laws and procedures while dealing with rapidly changing events, remain calm in stressful situations, relate to various personality styles in a calm, professional manner with civility.
• Effectively communicate with others orally and in writing for purposes of gathering and relating information. Must be able to maintain a high level of decorum and professionalism when dealing with the public during high stress activities.
• Must maintain complete confidentiality of sensitive information; deal appropriately with speculation and cease office gossip in a professional manner.
• Work independently and be self-motivated to complete required deadlines while simultaneously completing other tasks.
• Acquire a high level of familiarity with a variety of informational resources to accurately respond to requests from the public or other county departments.
• Ability to be covered by a special personal bond, for designated positions.

Education, Experience & Certifications

• Bachelor's degree in business administration, finance, or related field and five (5) years experience working in the election field; OR any combination of education and experience which would provide the applicant with the desired skills, knowledge and ability required to perform the work required for this position.
• Possess a WA State Election Administration Certificate issued under the Washington State Administrative Code (WAC) and Revised Code of Washington (RCW) regulations is preferred. Applicants without the Election Administrator Certification must be able to acquire and maintain an Election Administrator Certification from Washington State Office of the Secretary of State within two (2) years of hire.
• Must have or be able to obtain and retain a valid WA State Driver's License; must have and maintain valid WA State approved vehicle insurance.

• Successful completion of an Island County