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HomeMy WebLinkAbout0011 - Elections Manager - 3272 - Final Draft Kittitas County,Washington Job Description POSITION TITLE: ELECTIONS MANAGER ❑X Created: 7/15/2026 REPORTS TO: AUDITOR DEPARTMENT: AUDITOR'S OFFICE JOB SUMMARY The Elections Manager is responsible for designated election procedures such as voter registration,candidate filings,and mail-in ballots, precinct management, petition sufficiency verification, recall elections,oversight of election operations and temporary staff. Must maintain courteous and cooperative working relationships with administrative and other County personnel, public agencies, and the general public,and work under the guidance of Local/State/Federal regulations and County policies/procedures. SUPERVISORY DUTIES: May lead the work of temporary Elections staff. CATEGORY: Full-Time OCCUPATION CODE: 3272 UNION AFFILIATION: Local792CH (Courthouse) HOURS/WEEK: 40 FLSA STATUS: Non-Exempt DRS ELIGIBILITY: PERS BACKGROUND CHECK LEVEL: Routine PROBATIONARY PERIOD: Six(6) Months ESSENTIAL FUNCTIONS: Plan, Organize and facilitate up to five special, primary, and general elections per year, or as otherwise required by law. • Obtain and maintain certification as a Washington State election administrator as required by RCW 29A.04.530and WAC 434-260-220. • Interpret and enforce current state and federal laws regarding elections and voter registration. • Develop and implement new office procedures to adhere to state and federal laws. • Under the direction of the County Auditor, identify and select new computer programming and ballot tabulation equipment by determining public and office needs. • Maintain the voter registration database,to include verifying accuracy, distribution of voter lists to requestors, districts, campaigns. Process petitions, process candidates for correct potential office, issue ballots. • Prepare Vote Centers and CWU Student HUB with supplies for each General Election. • Distribute annual jurisdictional questionnaire in order to facilitate candidate filing. • Work with municipalities and junior taxing districts in determining measure and candidate information to be included on each ballot by providing current office holder information, election and resolution submission deadlines. • Take candidate filings based on the candidate's residence location. • Notify the public of deadlines, opportunities to observe procedures, issues and candidates by publishing notices in the newspaper and on the website in a timely manner. • Provide in-house ballots to voters after initial ballot extract sent to printer by: o Providing the correct ballot for each voter based on combination of taxing districts and precinct; o Providing each voter with a ballot security sleeve,voting instructions and a ballot return envelope; • Prepare for the testing of the ballot tabulation equipment by producing a"ballot test deck"which should test all issue and candidate positions on all ballots and test for correct tabulation of votes per WAC 434-335-290. 1 Kittitas County,Washington • Oversee Vote Center workers and instruct them in their legal and procedural duties regarding management of the Vote Center. • Coordinate and support Vote Centers that adhere to federal ADA requirements along with adequate supplies,which include ballots,voter lists, marking tools, required signs to be posted etc. • Respond to contingencies and support the overall execution of Election Day operations. • Work with the County Canvassing Board by: o Obtaining written designation to the canvassing board, or substitution if necessary; o Determine how many canvassing board meetings will be needed and schedule accordingly; o Notifying the public regarding open public meetings; o Presenting ballots cast in question on election day by researching the circumstances of the questioned vote and relaying to the canvassing board the results of the research; o Take minutes of the canvassing board meeting; o Assisting the canvassing board in the legal procedures of a recount. • Tabulate and publish the preliminary results to the website. • Prepare the reconciliation report to be presented to the Canvassing Board for Certification of each election. • Ensure the Canvassing Board Manual is kept up to date. • Apportion the costs of each election among the involved districts based on the approved formula furnished by the Washington Secretary of State. • Annually determine the formula to be utilized in coordination with the Auditor. • Work with the political parties regarding election observers and notification of training and the election schedule. Responsible for Creating, Publishing, and Disseminating Local Voters'Pamphlet • Provide intent to publish Local Voters'Pamphlet deadlines to districts. • Provide deadlines for inclusion in the Local Voters'Pamphlet to candidates • Receive Ballot Measure(s),for and against statements, and rebuttal statements for placement in pamphlets, • Receive candidate statements;verify compliance with Administrative Rules. • Compile all submitted information and include required information per RCW 29A.32. • Work with printer for distribution plan for Local Voter's Pamphlet Staff Oversight • Participate in the recruitment process for extra help staff for an election; • Apprise all new employees of the comprehensive records maintained in the Auditor's Office and Train and oversee staff in the procedures for: o Voter registration; o Candidate filings; o Issuing ballots. • Train employees in implementation of new laws and procedures. • Train employees in new technology procedures and troubleshoot any problems. OTHER FUNCTIONS: • Attend conferences and educational seminars to further knowledge and capabilities. • Complete special projects as assigned. 2 Kittitas County,Washington This job description is a summary of the primary functions and expectations for this position.Additional department-related duties may be assigned as required. MINIMUM QUALIFICATIONS: • High School Diploma or GED equivalent. • Four(4)or more years of work experience in elections or related field. • Experience working with computers,word processing software, and spreadsheet software. • Ability to obtain certification as a Washington State Election Administrator within one(1)year of hire, and maintain certification. • Valid and active driver's license. • A criminal history and background check will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as seriousness of the conduct, number of convictions,the place and manner in which the position will be performed, and anyverifiable information related to the candidate's rehabilitation,good conduct,work experience, education, and training will be taken into consideration. REQUIRED KNOWLEDGE/SKILLS/ABILITIES: • Communicate effectively using tact, discretion, respect, and courtesy to maintain effective working relationships and rapport with coworkers, employees,volunteers, and diverse members of the public. • Ability to work cooperatively in a team environment, as well as work independently. • Ability to interpret and apply election laws and procedures. • Proficient computer skills, including Microsoft Office programs, and ability to quickly learn other programs specific to the position/department. • Ability to operate specialized hardware and software systems. • Ability to maintain confidentiality. • Self-starter and strong self-management skills with ability to prioritize workload and manage multiple tasks effectively. PREFERRED QUALIFICATIONS: • Prior experience working for a public agency as a Certified Election Administrator. • Staff supervisory experience. WORKING CONDITIONS: Work is primarily performed in an office setting with occasional need to work in outdoor or non-office environments. Office space is limited and requires employees to work in close proximity of each other.The position requires the ability to sit for extended periods of time, stand,walk, ascend/descend stairs or small ladders/stepstools, stoop, kneel, crouch,grasp, and reach with arms and legs. Must have ability to lift, push, pull, or carry up to 25 lbs. and occasionally higher with assistance. Must be able to read printed materials and a computer screen and have sufficient hearing and speech to communicate clearly via telephone and in person.Safety policies and procedures must be adhered to at all times. Travel throughout the County is required to visit ballot boxes, attend meetings,trainings, etc. Occasional travel outside of the County to attend conferences or trainings may also be required. Must be able to safely operate a motor vehicle in varied weather conditions and levels of daylight. 3 Kittitas County,Washington Work hours are standard with some weekend and evening work as needed. Vacation requests may not be granted during election processing dates. Regular attendance and punctuality are required. Must adhere to the County Personal Appearance policy and office dress code policy. Regular and reliable attendance and punctuality are required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PREPARATION AND REVIEW Must be completed with all revisions of the job description. Supervisor Name Title Date HR Representative Name Title Date EMPLOYEE ACKNOWLEDGEMENT l understand the job duties and responsibilities contained in this job description and as described by the immediate supervisor. Employee Name(print) Employee Signature Date 4