Class Concept

Minimum Qualifications:
Associate Degree in business or public administration, political science, or a related field , supplemented by two (2) years of experience in voter registration, elections, and/or performing administrative duties in a public sector environment, including lead or supervisory experience, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: Must possess and maintain a valid Georgia driver's license.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

Example of Duties

Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Street file Maintenance and Redistricting. Analyzes street problems received from co-workers. Performs searches for streets/ranges utilizing GIS, USPS and/or internet search. Adds, Edits and Updates street names and ranges in the Voter Registration System Street Index. Instructs co-workers on updating the Street Index. Reviews documentation as to what changes are needed. Validates voter files or street audits, provided by GIS. Requests municipal/street/voter audits from GIS to perform file maintenance. Reviews and Updates street changes provided by municipalities. Substantiates street updates performed by staff and make corrections, if needed prior to submitting to management. Verifies Redistricting Reports to ensure updates were accepted. Submits changes/additions to precinct names to management.

Leads and coordinates work of permanent and temporary staff. Monitors status of work in progress and inspects completed work. Provides technical assistance, and assists with training and instructing staff.

Reviews GIS map and audit file for changes to district boundaries. Proof precinct proposals prior to submission to the Board. Submits addresses to GIS for validation when not found/verified through research. Creates District Combo Numbers (voting area) using updated District Values. Creates tables to reflect the updates of old combos, precincts and districts to the new ones. Assigns street segment updates of voters affected by the change(s) to staff. Submits final precinct and redistricting reports to Chief for review. Requests new precinct cards for all voters affected by the change. Acts as a liaison between GIS and Department. Assures and monitors staff updates to the Daily Count Report. Box Maps and Address Changes for retention.

Supervises processing and delivery of daily mail. Responsible for securing the mail room. Delegates daily job functions of staff. Oversees retrieval of mail from designated mail box(es). Signs for packages. Trains staff on how to process mail. Opens, Preps and Separates mail into various stacks. Date stamps mail with current date and/or site code & time (if required). Monitors batching of Registration and Absentee Applications. Oversees mail pick-up from main office. Guides the proofing and traying of Precinct Cards for mailing. Prepares confirmation cards for mailing. Counsel with employees when completion of tasks falls below acceptable standards and informs management, if needed. Direct staff of designated area(s) for mail delivery. Makes arrangements for precinct cards to be transported to the Post Office with warehouse manager. Tracks USPS account balance and requests funds as needed. Coordinates meetings with Postal Coordinator. Oversees the boxing of undelivered mail for retention. Coordinates pick-up of retention materials and/or materials for destruction with warehouse manager. Oversees inventory of supplies and orders when needed. Reports any unresolved issues/concerns to the Chief.

Supervises Absentee Ballot by Mail Process. Analyzes data files for accuracy to be utilized in equipment operation. Inspects outgoing Absentee Ballot Envelope for print quality. Quality review of Printed Ballots for symmetry. Assigns and Monitors daily workload. Initiates program used on Pitney/Bowes Equipment to process outgoing mail. Direct Absentee Application Processing Team to any corrections that need to be made to the file. Utilizes sorter to capture images of both the outgoing and returned Absentee Ballots. Provides any rejected ballots to the Absentee Reject Clerk for processing. Basic equipment setup and maintenance. Reports equipment maintenance and service to proper service provider, when needed. Arranges secure transport of ballots to Post Office and EPC. Creates/Updates files utilized in the operation of the Pitney/Bowes Sorter.

Runs the Absentee Adhoc File to extract Absentee Ballots requested the prior day. Prepares copy and print jobs to be submitted to management for approval prior to vendor submission. Educates customers on policy and procedures via phone, e-mail and in person. Responsible for reconciliation of Ballots received daily prior to submitting to management. Oversees the logging of the Ballots into the Registration System. Delivery of Absentee Ballots to the building mail center for pick-up by the postal service. Demonstrations of the Absentee Mailing equipment. Maintaining the security of returned Absentee Ballots.

Handles voter registration and maintenance of voter registration system. Processes voter registration applications by entering data into the Georgia Voter Registration System. Identifies problems with applications and make appropriate notations. Assists with phone coverage. Helps with coverage of Annex Offices and Elections front office, as needed. Prepares copy/print jobs to be submitted to management for approval prior to vendor submission. Contacts registrars of other counties to resolve issues with voters in that county. Assists with achieving of Registration Records. Updates weekly voter count and disseminates to staff.

Oversees Absentee and Provisional Ballot Counting (Election Posture). Trains employees on election day process including updating material and documents. Conducts quality review of ballot printing. Educates customers on policy and procedures. Coordinates work area setup and equipment setup with warehouse and equipment supervisor. Secures storage of received Absentee Ballots. Monitors workflow and performance of employees assisting with the process. Ensures that required forms are signed prior to handling of ballots. Oversees ballot duplication process for absentee and provisional ballots. Reviews fee schedules and time sheets for accuracy. Oversees packing and securing of ballots for transport to Elections Preparation Center. Closes out the Opti-Scan units after all ballots have been counted. Reconciles absentee ballot reports with manager for accuracy.

Organizes staff coverage of the front desk. Supplies various informational handouts. Monitors sales of voter files for accuracy. Collects payments to be submitted to the Department of Finance. Monitors supply of CD's, cases, and labels. Issuance of Certificate of Registration and copies of precinct cards.

Additional Functions:

Will perform other duties as required or assigned.

Minimum Qualifications

Performance Aptitudes:
Data Utilization: Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place and/or sequence of operations, referencing data analysis to determine necessity for revision of organizational components, and in the formulation of operational strategy.

Human Interaction: This position communicates frequently with poll workers and potential poll workers to recruit them, to ensure they are getting trained properly, and to ensure they are signed up to work on Election Days.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving broader aspects of organizational programs and operations, moderately unstable situations, or the direction, control and planning of an entire program or set of programs.

Other Requirements:
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.