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SalarySUMMARY
The Deputy Director of Elections fills an integral role in Election Administration, Operations & Legal Compliance in Montgomery County. This person serves as an alternate for the Director of Election in any of their responsibilities but primarily supervises a team comprised of managers, coordinators, and administrators who are responsible for voter registration, processing vote-by-mail applications, and organizing voted ballots once they are returned to our office. This person is also responsible for a variety of reports related to mailings and ballot inventory; the operation of any satellite offices and drop boxes; and leads the pre-canvass & canvassing of mail in ballots on Election Day.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- LEADERSHIP
- Able to effectively manage a team comprised of managers, senior coordinators, full time coordinators, part time coordinators and temporary/seasonal staff members.
- Maintain a culture centered on open communication, personal accountability and growth;
- Participate in hiring lifecycle for vacant or new positions;
- Works closely with Human Resources & Director of Elections regarding any performance issues;
- Participates in ad hoc meetings with internal stakeholders, various committees, training seminars, and pertinent briefings from the Department of State;
- Ensure all teammates have access to the technology & training they need to perform their tasks efficiently;
- Completes annual performance reviews for all teammates in lineage.
- Prepare and participate in RFP process and contract renewal process where relevant;
- Coordinates with Election Communication Manager to ensure website content is up to date;
- Assist with annual budget preparation.
- ANNUAL MAILING
- Work with relevant teammates & vendors to prepare mailing list, instructions & proofs for printing with respect to prescribed timeframes.
- APPLICATION PROCESSING
- Ensures all application protocols & reporting requirements are followed in accordance with Federal & State Laws;
- Coordinates with Voter Registration Manager to plan workloads & identify issues proactively;
- Works closely with Project Manager to ensure incoming applications are being managed effectively by staff, identifying and mitigating issues as they arise.
- BALLOT MAILINGS
- Schedules, retrieves, and proofs voter data generated out of the SURE system daily;
- Coordinates secure transfer of voter data with vendor;
- Maintains continuous communication with vendor to ensure contractual SLA is fulfilled;
- Evaluates proofs from vendor daily as part of ongoing Quality Assurance measures
- Runs the Date Mailed Utility to update voters when their ballot has been mailed by the vendor.
- VOTER CONVENIENCE OFFERINGS
- Maintains contact with relevant site managers regarding operation of secure ballot drop boxes and satellite offices
- Procures & trains staff associated with secure ballot drop boxes and satellite offices
- Obtains and organizes materials for secure ballot drop boxes and satellite offices
- Coordinates with internal teams to ensure secure transfer of balloting materials from secure ballot drop boxes and satellite offices
- REPORT REQUESTS
- Assists with requests for reports/copies of filings made by members of the public or media.
- ELECTION MAIL ROOM
- Works closely with the Election Mail Room Coordinator to ensure agreed upon processes and procedures are being strictly adhered to at all times;
- Together with the Election Mail Room Coordinator, ensures the ballots received each day are properly recorded in SURE, and any ballots unable to be recorded in SURE are segregated as needed;
- Runs the Bulk Ballot Response Utility to notify voters that their ballots has been received;
- Ensures communication procedures are in place between the mail room and the Mail In Election Coordinators to facilitate appropriate & accurate communication with relevant voters as needed;
- Develops and supervises ballot curing policies and procedures;
- Completes daily reconciliations and investigates discrepancies as necessary.
- PRE-ELECTION DAY PROCEDURES
- Completes Logic & Accuracy Testing on all equipment;
- Collaborates with Election Personnel Manager to ensure appropriate staffing levels at pre-canvass/canvass;
- Conducts trainings in advance of Election Day both to ensure personnel can demonstrate competency in their assigned tasks as well as stress test opening equipment to identify potential issues before Election Day;
- Collaborates with relevant internal stakeholders to ensure appropriate personnel are present to assist with various functions of canvass
- ELECTION DAY PROCEDURES
- Leads all aspects of pre-canvass & canvass in accordance with relevant State & Federal Laws
- POST ELECTION ADMINISTRATION
- Leads reconciliation of canvass;
- Collaborates with relevant staff to conduct post-Election Audits as required by law;
- Collaborates with Director of Elections to ensure total reconciliation of Election.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Bachelor's degree in Political Science, Public Administration, Education, Communications, or a related field preferred;
- Excellent communication skills, including the ability to communicate complex information to diverse audiences through written materials, presentations, and public speaking engagements;
- Demonstrated experience in program planning, project management, and community organizing, with the ability to collaborate effectively with stakeholders and partners;
- Analytical skills, attention to detail, and the ability to collect, analyze, and interpret data to measure program outcomes and inform decision-making;
- Ability to drive or have reliable transportation to any of the Montgomery County facilities and communities;
- Ability to work occasionally after normal business hours to attend community meetings and other events;
- Proficiency with Microsoft® WORD, EXCEL, Mail merge and labels.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
The noise level in the work environment is usually moderate.
Employee Benefits | Montgomery County, PA - Official Website (montcopa.org)
