Elections Manager

Pitkin County - Aspen, CO (30+ days ago)4.0


CLASS DEFINITION:
Manager title covers job classes responsible for managing a defined work group/division/department, including planning, executing, controlling, and evaluating human and financial resources.

SUMMARY:
Under the general supervision, organizes, directs, and assists with all activities within the Department. Hires, trains, and supervises assigned staff to ensure efficiency and compliance with Federal and State legislation. Reviews, researches, and interprets Federal, State and County laws to ensure compliance. Prepares and monitors budgets and reconciliations. Duties may vary accordingly.

ESSENTIAL FUNCTIONS:
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

Plans and manages all functions regarding development and operations of the Elections Department, to include voter registration, the SCORE elections management systems, voting equipment, ballot operations, judges operations, voting operations (Voter Service and Polling Centers and Mail Ballot processing), elections process boards, public information strategies, petitions and campaign finance, surveillance and security systems, several election software operating systems, and personnel resources. Duties may vary according to job assignments.
Interviews, hires, and trains new staff; plans, assigns, and directs the work of subordinates; sets performance standards and conducts performance evaluations; addresses and resolves performance and disciplinary issues; prepares staffing plans to meet organizational, functional, and operational requirements and submits requests for additional personnel resources to management.
Leads and fosters team building and provides training and/or mentorship opportunities to subordinate staff; inspires, motivates and guides others toward goal accomplishments; develops leadership in others through coaching, mentoring, rewarding, and guiding employees.
Serves as a member of the Clerk and Recorders’ management team; participates in establishing, developing and implementing goals and objectives that reflect the County and Department’s strategic direction for the office; creates department change that supports continual improvement and evolving conditions; develops strategic planning methodology and fosters collaborative strategic planning process for department; determines scope and priority of issues, programs and projects; responsible for departments ongoing achievement of strategic plan deliverables.
Serves as a member of the Clerk and Recorders’ management team; reviews and resolves internal operation issues; develops, directs, and implements research and/or quality assurance plans using qualitative and qualitative evaluation protocols; monitors program performance and impact measures, evaluates findings and identifies improvements; participates in prioritizing department and office workload and staffing needs.
Participates in State, County, and local committees related to the departments functions; maintains current knowledge and awareness of activity relating to the department’s industry, including programs, procedures, policies and regulations to ensure process and technological capabilities are current.
Researches, analyzes, and interprets Federal, State, and County laws and ensure compliance with the department’s laws policies and procedures; develops processes and procedures to implement laws affecting the department; assist the department in resolving problems and offers statutory justification related to appropriate interpretation of the departments laws; serves as the final authority on complex questions. Uses discretion and understanding as to elevating a complex issue and works in collaboration with the County Clerk to resolve such issues.
Oversees and implements the department’s record and retention and archives in accordance with State Statue.
Leads and coordinates the department’s web-page content to ensure it is accurate, current, informative, and user friendly.
Develops the department’s annual revenue and expenditure budget; tracks, monitors, and analyzes budget to ensure efficient fund management; administers final reconciliation.
Ensures a high standard of positive customer service by providing accessible and accurate services while partnering and educating the customer; through continuous improvement identifies gaps in service and recommends effective procedures to ensure successful outcomes.
Provides public relations support as appropriate to keep the media and the community informed of legislation, budgeting office operations and programs.
Attends various meetings, seminars, workshops and conferences as appropriate.
Prepares and maintains policy, procedure and training manuals; informs staff of changes and ensure training and compliance.
Performs work of subordinates, as needed.
Develop RFP’s for vendor contracts, evaluates proposals, interviews and selects vendors, monitors vendor performance and contract delivery; develop execute and enforce IGAs.
Designs, implements and oversees the planning and execution of various projects to include software conversions and hardware updates.
Assist and educate candidates and/or committees regarding petition processes and/or County Campaign and Political Finance and Fair Campaign Practice Act reporting deadline and processes.
Collaborates with party chairs and special districts on appointing judges. Oversees the recruitment, assignment, scheduling, timing, replacement, payments and off-boarding of election judges.
Supports the relationship between Pitkin County government and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and County staff; maintains confidentiality of work-related issues and County information; performs other duties as required or assigned.
Maintains regular and reliable attendance. Education and Experience:

Bachelor’s Degree in Business or Public Administration, Political Science, Public Policy or related field, AND four years of progressively responsible work experience related to administrative management/supervisory support, customer service experience which includes project management, or paralegal experience; OR any equivalent combination of education, training, and experience. Prefer MPA, MBA, or JD.

Required Licenses or Certifications:
Must possess a valid Colorado Driver’s License and acceptable Motor Vehicle Record.

Colorado Election Official certification preferred or ability to obtain within two years of employment.

KNOWLEDGE AND SKILLS:
Knowledge of:
Project management principles, practices, and methods.

Computer hardware and set up.

Election software.

Record and file maintenance practices and procedures.

Cloud based software and applications

Applicable Federal, State, and local laws and regulations.

Professional and technical writing methods and practices.

Knowledge of (Job Class Standard):
County organization, operations, policies, and procedures.

Principles and practices of public administration.

Organizational development theory and practices.

Modern technology, systems, and software designed to assist in the computerized management of information.

Legal, ethical, and professional rules of conduct for government officers.

Principles and practices of public sector administrative management, including personnel rules, cost accounting, budgeting, contract management, and employee supervision.

Techniques and practices for efficient and cost effective management of resources.

Methods and techniques of research, statistical analysis, and report presentation.

Principles and practices of conflict resolution.

Skill in:
Establishing and maintaining effective working relationships.

Completing multiple tasks simultaneously.

Prioritizing and organizing work to meet critical deadlines.

Reading and interpreting various documents to include statutes, election rules and regulations, and procedure manuals.

Communicating clearly both verbally and in writing.

Maintaining and updating databases.

Working efficiently both independently and as part of a team.

Skill in (Job Class Standard):
Developing and executing strategic plans.

Applying logical thinking to define problems, collect data, establish facts, and draw valid conclusions.

Drafting clear, complete, accurate, and logical written and verbal communications.

Researching, compiling, and summarizing a variety of informational and statistical data and materials.

Planning, organizing, assigning, directing, reviewing, and evaluating the work of staff.

Physical Demands and Working Environment:
Work is performed in a standard office environment.

Hiring Range:
$2,311.23 to $2,818.62 biweekly dependent on qualifications.