Elections Specialist I

Company: Douglas County Sheriff's Office
Location: Castle Rock
Posted on: May 23, 2023

Job Description:

Elections Specialist I

Employment Type: 0 - Full-time Regular
Pay Range: $36,400.00 - 54,318.00
Location: Castle Rock, CO
Overtime Exempt: No
Elected Office / Department: CLERK & RECORDER

This position is focused on routine customer service and general office/clerical support including data entry, communications, and processing mail. This is a support role capable of performing a variety of tasks, with problem solving abilities, managing multiple competing responsibilities and prioritizing to maintain a continuous flow of election office operations. This is a visible and crucial position requiring exceptional computer, customer service, and communication skills.

Generally, the hiring range is $17.50-$21.76 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.

Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the full Employee Benefit Guide.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all inclusive.)

• Lives out the Vision, Mission, and Core Values of the Clerk and Recorder's Office, maintaining a supportive environment conducive to teamwork.
• Primary responsibility for daily customer service; answers phones and online chat; greets and serves in-person customers.
• Primary responsibility for processing daily mail, voter correspondence, and voter registration forms; manages Elections Office email account.
• Primary responsibility for performing voter registration data entry and data entry proofing daily.
• Primary responsibility for ordering office supplies and voter registration materials.
• Posts and reconciles daily credit card and cash sales.
• Prepares certified copies and standard copies for sale to customers; supports processing of Colorado Open Records requests (copies, receipt of payment).
• Generates standard and custom report orders for customers, political parties, and candidates; produces daily voter notices.
• Supports training efforts as assigned.
• Assists with coordination of Elections Office staff events and hospitality support for Election Day.
• Administers state election laws and rules, and federal election laws to provide successful voting experience to staff and public.
• Creates, revises, and maintains standard operating procedures to perform role specific functions.
• Participates in cross-training efforts in other departments within the Clerk and Recorder's Office.
• Attends training, conferences, workshops or online courses to obtain or maintain Certified Election Official status, to enhance and maintain knowledge of trends and developments in the field, and to gain knowledge and information to assist with professional development.
• Establishes and maintains effective working relationships with other employees, departments, agencies, and the public.
• Assist with special projects.
• Supports UOCAVA (Uniformed and Overseas Citizens Absentee Voting Act) processes
• Supports mail ballot processing as needed. Performs other duties as assigned in support of business operations and statutory compliance.
• Other duties as assigned.
  SUPERVISION RECEIVED: This position receives regular supervision with periodic review of job performance.
  
  SUPERVISORY RESPONSIBILITIES:This position has no direct supervisory responsibility and may occasionally assist with monitoring election judges and temporary employees.
  
  INDEPENDENT JUDGMENT:
  
  • Identify opportunities for process improvements.
  • Effectively utilize resources (reports, policies, experience, and job knowledge) to draw logical conclusions to problems.
  • Decisions are guided by governing statutes and rules, department/division policies under direction of the Deputy of Elections and Services Manager
    
    MINIMUM QUALIFICATIONS:
    
    EDUCATION and/or EXPERIENCE:
    
    • A High School Diploma or GED required. A Bachelor's Degree is preferred.
    • Some elections experience preferred.
    • One year customer service, clerical or administrative experience is required.
    • A combination of education and experience may be considered.
    • Ability to meet continuing education requirements set by the State, County, and the Clerk & Recorder's Office.
    • Ability to meet technical training requirements due to legislation and business need.
      KNOWLEDGE, SKILLS AND ABILITIES:
      
      Knowledge:
      
      • Requires a working knowledge of election processes, election statutes, and office procedures.
      • Maintain knowledge of trends and developments in the field including Election Official Certification.
      • Knowledge of principles and processes for providing customer services.
      • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
      • SharePoint experience preferred.
        Skills:
        
        • Produces written information that is appropriate for the intended audience.
        • Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
        • Performs general typing, filing and collating functions.
        • Competencies in creating, evaluating, and improving business processes.
        • Excellent analytical, reasoning, and troubleshooting abilities.
        • Practices and promote teamwork at all levels.
        • Establishes and maintains effective work relationships.
        • Maintains proficient skill levels in most current Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint.
          Abilities:
          
          • Must be able to communicate effectively in both oral and written form, as well as fluently speak, read and write in English.
          • Ability to effectively present ideas and information in a one-on-one and small to medium groups situations.
          • Ability to make judgments or decisions based on available information.
          • Ability to understand, interpret, explain, and comply with election law and Secretary of State rules.
          • Ability to work effectively both independently and in a team environment.
          • Ability to manage multiple activities concurrently, allocating time to each according to prioritization.
          • Ability to add, subtracts, multiply and divide into all units of measure, using whole numbers, common fractions and decimals.
          • Able to maintain confidentiality of information consistent with applicable federal, state, and county rules and regulations.
            CERTIFICATES, LICENSES, REGISTRATIONS:
            
            • Must possess a valid Colorado Driver's License within 30 days of hire, with complying insurance. Review of motor vehicle record is required at time of hire and periodically throughout employment. US citizenship required.
            • Must pass state and/or national criminal background check annually.
            • Must obtain Secretary of State Election Certification within one year from date of hire and maintain certification on bi-annual basis.
              WORK ENVIRONMENT:
              
              Physical Work Environment:
              
              • Work is generally performed in an office or warehouse environment.
              • Travel to meetings, conferences, classes and other activities may be required.
              • Subject to blackout periods for planned time off lasting up to three months at a time. Typically, this timeframe may begin 60 days prior to Election Day and may end 30 days past Election Day. Election Deputy, Operations Manager, and/or County Clerk and Recorder, based on workloads and demands, may identify additional blackout periods with little notice.
              • Extended work hours may be required to include evenings, weekends and holidays.
              • Has close, frequent, in-person contact with coworkers, County staff, temporary staff, and the general public.
                Physical Demands:
                
                • Required to stand, walk, sit, talk, hear, and drive.
                • Specific vision abilities required by this job include vision and the ability to adjust focus.
                • Occasional heavy lifting 35 pounds or more.
                • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
                • Material and Equipment Directly Used:
                • Computers, calculators, scanners, printers, fax machines, and telephones are used daily.
                • Fork lift certification and use could be required.
                  
                  ADDITIONAL INFORMATION:
                  
                  This position is open until filled, review of applications will begin immediately and continue until a suitable candidate is selected.
                  
                  The job details outlined in this posting represent a modified summary of the full job description. A full copy of the job description may be requested by emailing HumanResources@douglas.co.us.
                  
                  In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions.This may mean being available to perform additional duties and hours beyond what is normally required.In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.

Keywords: Douglas County Sheriff's Office, Castle Rock , Elections Specialist I, Other , Castle Rock, Colorado