Election Division Coordinator
County of Santa Clara - Santa Clara, CA

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Under general direction of the Registrar of Voters, plans, organizes, directs and controls one or more divisions within the Office of the Registrar of Voters; provides technical expertise; and may perform the most complex work of the division(s).

This recruitment requires the submission of an online application. No paper applications will be accepted. Applicants must apply online at www.sccjobs.org. Computers are available at the County Government Center, 70 West Hedding Street, 8th Floor, East Wing, San Jose, CA 95110, normal business hours, for applicants to apply online.

All applicants are required to complete the supplemental questionnaire. Applications received without the completion of the supplemental questionnaire will be rejected.

Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes.

Typical Tasks:
Assesses long-term training needs, develops and implements appropriate training;

Researches and applies election and related codes and regulations as they relate to division functions;

Provides information to other agencies, candidates, the public and others regarding the election process;

Coordinates vendor support, user training and troubleshooting for computer systems as appropriate;

Interviews, hires, trains, supervises and evaluates subordinate staff;

Resolves work-related staff problems within guidelines;

Plans for staff coverage and approves and schedules vacation requests accordingly;

Develops, implements and revises procedures and related forms;

Coordinates and supervises designated election day activities;

Reviews and takes appropriate security measures to ensure integrity of election process;

Responds to and resolves citizen concerns/complaints in a timely manner;

Maintains hardware, software and/or manual file databases;

Maintains records, computes costs and prepares reports and billing for services in accordance with program needs;

Ensures the accuracy of all ballot and informational materials and proofreads materials for correctness and completeness;

Depending on the specific program assignment/s, positions are assigned any combination of the following tasks: (The following list is not intended to represent the full array of tasks an incumbent may be assigned but rather is reflective of the general nature of the work assignment and level and scope of responsibility inherent in positions allocated to this class.)

Supervises large numbers of temporary personnel during peak periods;

Oversees the nomination process, including receiving, filing and recording nomination documents such as campaign statements, declarations of candidacy, filing fees, and ballot measure arguments and rebuttals; and ensures that required signatures are obtained to place the candidate or measure on the ballot;

Prepares and circulates instructions related to all phases of the nomination and ballot process;

Develops and produces training materials including videos, handbooks, manuals, scripts, course materials for staff, voter education and outreach programs;

Provides and receives ballot request forms and verifies voter signatures;

Oversees Voter Registration, Affidavit Processing Program including updating, purging and maintaining the County voter file, researching the voter file to resolve problems and validation of voter signatures when required by law;

Oversees the preparation of the Sample Ballot and/or Voter Information Pamphlets for printing for all Federal, State, County, City, special district and recall elections;

Oversees the receiving, distribution, recovery, repair and storage of election materials and equipment;

Oversees the Absentee Ballot Program including providing and receiving of ballot request forms, recording of voters and absentee canvassing procedures;

Prepares election timetables, voting schedules, election notices and arranges for their publication;

Prepares ballot copy, pamphlet copy and/or precinct instructions, orders and prepares quotation requests and estimates production costs;

Directs the updating of precinct and district maps; maintains election precinct, jurisdictional and district boundary lines and maps; provides expertise to redistricting bodies with regard to proposed plans; implements all redistricting plans and redraws precinct boundaries in compliance with redistricting boundary changes;

Reviews and approves all polling places selected for an election;

Oversees translation process of election materials;

Supervises one or more aspects of canvass procedures following elections.

Employment Standards:
Sufficient training, education and experience that demonstrate the ability to perform the above tasks and demonstrate possession and application of the following knowledge and abilities:

Experience Note:
The knowledge and abilities to perform this function would typically be acquired through training and experience equivalent to graduation from college, plus one year of responsible administrative experience in work requiring the application of laws and processes related to the functions of the Registrar of Voters and one year of supervisory experience.

Knowledge of:
Principles of supervision and training;

Contemporary office practices and procedures;

Basic math and statistical methods;

Basic research methods;

Various complex filing and tracking systems;

Effective communication techniques;

The provisions of the United States Constitution, State of California Constitution; and the California Elections, Government, Education, and other related Codes, regulations, and requirements governing the conduct of elections and the provision of related services.

Ability to:
Supervise, plan and direct the work of others;

Evaluate and train employees;

Organize and establish office priorities;

Apply independent judgement and initiative;

Manage multiple projects and details under limited time demands;

Devise and adapt methods and procedures to meet changing program needs;

Speak and write effectively;

Research and apply specific laws and ordinances including those contained in: California Elections, Government, Education, and other related Codes, regulations, and requirements governing the conduct of elections and the provision of related services;

Collect, analyze and present data, perform other research and prepare reports;

Establish and maintain cooperative working relationships with staff and others contacted in the regular course of work;

Work evenings and weekends; on an as-needed basis.

Veterans Preference Information

This recruitment has been identified as non-entry level by the Human Resources Director. Any veteran who has submitted a copy of their DD214 form, and received an honorable discharge within the last five years, will be given a preferential credit of five percent (ten percent for those identified as disabled veteran’s), after attaining a passing examination score for a numerically scored examination.

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