INTRODUCTION
Engage in public service by supporting voter registration and election operations in Russell County alongside dedicated election officials.
The Deputy Registrar supports the General Registrar and Director of Elections “GR/DOE” in the full administration of local, state, and federal elections and assists with overseeing operations to ensure compliance with state and federal laws. The Deputy must also be fully capable of assuming the Director’s duties in their absence, including the administration and direction of all activities related to elections and is required to meet the same qualifications as the GR/DOE. The Deputy is an Election Administrator and is responsible for supporting the daily operations of the Office of Voter Registrations and Elections.
DUTIES & RESPONSIBILITIES
TRAINING
- Attends required training throughout the year (overnight travel involved) to maintain qualification.
ELECTORAL BOARD
- Prepares and maintains documents for the archives of the Electoral Board.
- Assists the Electoral Board in the canvass of elections.
- Maintains the digital records of the Electoral Board.
- Assists the Electoral Board in carrying out additional duties.
VOTER REGISTRATION
- Communicates with the public in person, by phone and mail, and electronically.
- Maintains and manages registration records via the Virginia Elections & Registration Information System, including the management of deceased and felon records as well as voters that transfer in or out of the locality.
- Assists the public with voter registration issues including updates and cancellations of records.
- Manages the creation and retention of voter registration records.
REDISTRICTING AND VOTER PLACEMENT AUDITS
- Monitors state legislation for redistricting updates.
- Coordinates with county GIS to maintain updated street files.
- Analyzes precinct ordinances, GIS records, and state and locality street files to assign appropriate precinct and polling places.
- Monitors street directory files within the state registration system for accuracy.
- Assists in the research and resolution of Voter Placement Audits.
- Communicates with voters affected by Voter Placement Audits and provide relevant district and precinct boundary information.
SECURITY AND CYBERSECURITY
- Maintains and reviews security standards and documentation for the annual security standards assessment.
- Coordinates with county IT to implement and maintain election security standards as required by the Department of Elections "ELECT".
- Maintains and reviews physical security standards and documentation throughout the year.
- Oversees and manages ELECT’s cybersecurity interns assigned to Russell County.
VOTING and POLLBOOK SYSTEMS
- Conducts programming and testing of electronic pollbook systems per the requirements set forth by the ELECT.
- Coordinates with locality IT to address any hardware and software issues.
- Collaborates with voting and pollbook system representatives to troubleshoot testing, early voting, and election issues.
- Designs and deploys electronic registration books for use in early voting and on election day.
- Prepares, records, and monitors the pickup and delivery of all electronic pollbooks by Chief Election Officers.
ELECTIONS
- Oversees the preparation and packing of all election materials, forms, and supplies.
- Creates user guides and manuals for election officers.
- Designs and develops election officer training materials.
- Conducts training for election officers.
- Communicates with school staff and community center custodians regarding upcoming elections.
- Coordinates with school staff and community centers to ensure election readiness at the polling places.
- Ensures emergency tools and resources are ready and accessible as contingency support on election day.
- Travels to polling places on election day to provide on-site support for operational or technical issues.
- Prepares the records used to capture and report election results.
- Reports election results accurately and in a timely manner to ELECT and to the public.
INVENTORY AND PROCUREMENT
- Procures and manages materials and supplies for elections and the general administration of the office.
- Serves as liaison with vendors, peer organizations, and supplies.
- Manages the equipment and election material records used by the Voting Equipment Custodian.
- Monitors the pickup and delivery of equipment and materials by the Voting Equipment Custodians.
- Reviews voting equipment custodian records for completion and accuracy.
ABSENTEE BALLOT COORDINATION
- Coordinates all absentee ballot operations during and in between elections.
- Duties related to absentee voting include but are not limited to overseeing the preparation of absentee forms, supplies, envelopes, and training materials.
- Manages the preparation and processing of hundreds of mailed ballots for each election.
- Between elections, the Deputy maintains incoming, superseded, and cancelled absentee ballot requests.
- Maintains the county’s Ongoing Absentees to ensure qualified and current eligibility.
CANDIDATES
- Prepares packages for voters interested in running for office.
- Assists candidates in the completion of qualifying documents, declaration of candidacy forms, and campaign finance resources.
- Reviews candidate records and ensures all requirements are met before they are certified by the GR/DOE and the Electoral Board.
- Audits campaign finance reports to ensure timely submission by candidate campaigns.
GENERAL ADMINISTRATION
- Compiles and prepares requests for records to comply with Freedom of Information Act requests.
- Designs and maintains the website for the Office of Voter Registration & Elections
- Travels to polling places to support projects, assess operations, or perform on-site inspections.
- Assists with and oversees record management in accordance with the Library of Virginia Records Retention Schedule
JOB REQUIREMENTS
EDUCATION / KNOWLEDGE
- Work requires broad knowledge in a general administrative or technical field.
- Requires ongoing training both in-person and through ELECT's online learning system.
EXPERIENCE
- Requires experience in administration, management, or teaching. Experience in working in an Elections Office is preferred.
- Requires strong proficiency in Microsoft Office and general office operations.
SKILLS
- Requires reading comprehension, interpretation of numerical data, and writing forms and documents.
- Excellent organizational skills with high attention to detail and accuracy.
CERTIFICATIONS AND OTHER REQUIREMENTS
- Valid Virginia Driver's License.
- Successful completion of Russell County's background check.
- Prepared to support election operations beyond standard hours, including early mornings, late nights, and weekends.
Job Type: Full-time
Pay: $18.00 per hour
Work Location: In person
