Elections Deputy I-II - Kelso, United States - Cowlitz County

Description

Salary : $57, $68,208.00 Annually

Location : Kelso, WA

Job Type: Full Time

Job Number:

Department: Auditor

Opening Date: 05/01/2024

Closing Date: 5/16/2024 11:59 PM Pacific

Job Description

The Elections Deputy I and Elections Deputy II Certified are responsible for critical functions of the Elections Office including conducting elections and maintaining voter registration. This position ensures ballots, local voters' pamphlets, election supplies and equipment are accurately prepared and maintained within prescribed deadlines and according to Washington State laws and county procedures. This position coordinates ballot processes, precinct /jurisdiction changes, operates the ballot tabulation system, trains and oversees Opening Board workers, and directly instructs part-time staff.

If the following statements describe who you are, this might be the perfect job for you . . .

• People like working with you and you like working with people.
• You love change and are always willing to learn something new.
• You keep calm under pressure.
• Doing several things at once is fun.
• You enjoy interacting with the public.
• Solving problems and finding solutions to challenging situations makes you happy.
• You have a gift for making people feel at ease in tense situations.
• If your customer is having a bad day, you don't take it personally.
• You are tactful, diplomatic, and dependable.
• You have a positive, can-do attitude.

A day in the life of an Elections Deputy might look like this . . .

• Assisting voters over the phone, email, and in person.
• Registering and updating voter records in the statewide voter registration database.
• Implementing state law changes as they pertain to voter registration and elections.
• Establishing and maintaining procedures used in the Elections Office.
• Organizing, archiving, and storing election documents.
• Communicating information effectively to multiple groups of stakeholders.
• Attending training to maintain up to date knowledge of changes in statutes governing elections.
• Conducting voter outreach and other group presentations.
• Accept and process declarations of candidacy, oaths of office, annexations, resolutions, petitions, voter registration challenges.
• Maintaining current information of elected officials at federal, state, and local levels.
• Updating the Elections website with current information.
• Participating in staff meetings and presenting ideas or recommendations on department's performance.
• Performing or supervising preventative maintenance of election equipment.
• Interacting with various types of election software and hardware.
• Troubleshooting various types of technology.
• Performing and overseeing daily processing of ballots during elections.
• Working closely with a small staff to find improvements in processes and procedures.
• Creating the sample ballot for each election and various other election documents.
• Coordinating timelines with printers of pamphlets and ballots and completing projects within required timelines.
• Maintaining and coordinating curbside ballot drop boxes, including general maintenance, pick up times, staffing, and securing during elections.
• Programming, testing, and operating ballot processing equipment.
• Coordinating training and overseeing daily activities of the opening board and other part-time employees.
• Organizing and conducting training of election observers and political party observers.
• Working with the Federal Voting Assistance Program (FVAP) to register and update registration information of military and overseas voters.
• Coordinating and overseeing the ballot inserting process for mailing official ballots from the mail house.
• Interpreting state and federal law and ensuring compliance with all applicable federal and state requirements and county procedures.
• Creating forms and guides in Adobe or Canva.
• Other duties as assigned- and there are always plenty

Here's what we'll need from you . . .

• Excellent interpersonal and customer service skills to courteously deal with the public and staff, and able to handle public pressure and disgruntled customers.
• Ability to work in a cooperative office environment; we're in this together.
• Be an excellent problem solver and willing to roll up your sleeves to tackle any issue thrown your way.
• Flexibility. Elections requires travel for training opportunities and conferences.
• Excitement and passion for customer service. We're cool; we hope you are too.
• Excellent communication and public speaking skills.
• Proficiency in operating normal office equipment, computers and that sort of thing.
• Function in a routinely fast-paced, multi-task work environment and step it up even faster when necessary.
• To keep our ridiculously high-quality bar set ridiculously high, and to help us identify and execute ways to raise it even higher.

About us . . .

In the Auditor's Office we don't just meet the needs of our customers, public and stakeholders; we build relationships through transparency that encourages trust in the election and voter registration process. We adhere to the philosophy that each and every person we serve should be treated as if they were our most valued customer. Our customer service philosophy extends to our co-workers and fellow employees in other county departments/offices, thereby creating a workplace that is exceptional. By joining the team in the Auditor's Office, new employees find themselves among many dedicated, long-term employees who thrive in the workplace and feel empowered and valued.

This position requires applicants to pass a test - NCRC Work Keys - no later than 05/20/2024.

*Clerical Exam:

Applicant must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys - National Career Readiness Test (NCRC) or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam. Cowlitz County has partnered with Lower Columbia College (LCC) in Longview, WA, to facilitate the testing process. Test scores are good for 5 years. Test Cost is $90.00. LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday and closed on LCC observed holidays.

Testing is available by appointment only. Applicants must take the NCRC tests no later than 3 business days after the job announcement closes.

To schedule testing, individuals can register at : or call the Testing Center directly at

Benefits Information:

Cowlitz County offers a generous benefits package which includes:

• Medical/Dental/Vision (includes dependent coverage)
• VEBA/Health Retirement Account for those who qualify
• Retirement through Washington State Public Employees Retirement System
• Life Insurance
• Deferred Compensation plans available (457b)
• Vacation, Bonus and Leave Days Paid
• 11 Paid Holidays
• Reasonable work hours

The County

Cowlitz County is a great place to live and work. Located along the Columbia River less than an hour from the Cascade Mountains and the Pacific Ocean, Cowlitz County provides an abundance of outdoor recreational opportunities and easy access to the Arts. The I-5 corridor runs right through Cowlitz County providing quick access to the Vancouver, Washington and Portland, Oregon metropolitan areas.

Job Duties

1. Perform various clerical and receptionist duties including recordkeeping, general correspondence, answering phones, and customer service by attending to the public candidates, county departments, stakeholders, various state agencies, and jurisdictions.
2. Maintain local county voters' registration information in the statewide voter registration database (VoteWA) and ensure all voter registration information is uploaded per applicable statute and county procedures.
3. Establish and maintain procedures.
4. Implement state law changes as they pertain to voter registration and elections.
5. Create the Sample Ballot for each election and various other election documents, such as Candidate Guidelines, Local Voters' Pamphlets, and instruction inserts. Coordinate with printers of pamphlets and ballots. Responsible for completion of such projects within the required timelines.
6. Accept, process, and record declarations of candidacy, oaths of office, annexations, resolutions, petitions, candidate recalls, voter registration challenges, and various other official documents. Maintain current information of elected officials at federal, state and local levels.
7. Perform and oversee daily processing of ballots during elections.
8. Coordinate, train and oversee daily activities of the opening board and other part-time employees.
9. Conduct voter outreach at elementary schools, Civics Week, and other group presentations.
10. Resolve or refer to manager or Secretary of State any election problems as they occur to ensure voting activities are not obstructed.
11. Organize, archive, index, store and secure Cowlitz County election documents.
12. Communicate information effectively to multiple groups of stakeholders, sometimes with competing interests.
13. Attend and participate in mandatory on-going training including certifications and annual training.
14. Maintain up to date knowledge of changes in statutes governing elections and ensure county procedures are in compliance with all applicable federal, state, and county requirements.
15. Attend and participate in staff meetings. Present recommendations on department's performance and services it provides.
16. Maintain and coordinate curbside ballot drop off boxes, including general maintenance of drop boxes, ballot pick up times, staffing, and securing during elections.
17. Program, test, and operate ballot design, printing, adjudication, and tabulation software.
18. Program and operate ballot envelope sorter.
19. Perform or supervise the preventative maintenance of election equipment.
20. Organize and conduct annual training of part-time opening board workers and various part-time election staff.
21. Organize and conduct annual training of election observers and political party observers.
22. Work with the Federal Voting Assistance Program (FVAP) to register and update registration information of military and overseas voters.
23. Coordinate and oversee the ballot inserting process for mailing Official Ballots from the mail house.
24. Work toward long-term improvements in processes, procedures, and technology.
25. Coordinate and oversee the Accessible Communities Advisory Committee, including scheduling meetings, speakers, preparing presentations when necessary, and maintaining regular contact with members.
26. Perform other duties as assigned.

Qualifications

Deputy Auditor I:

1. High School diploma or equivalent.
2. Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys - National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam.
3. Must be certified by the state as an election administrator within 24 months of employment.
4. Must maintain certification by the state as an election administrator.
5. Experience in modern clerical practices and procedures. Experience with and ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.
6. Must be bondable (able to be covered by the County's liability/risk insurance).

Deputy Auditor II:

1. Current certification as election administrator.

Supplemental Information

1. Excellent interpersonal and customer service skills to courteously deal with the public and staff and able to handle public pressure and disgruntled public and courteously resolve situations.
2. Possess strong communication skills that foster the ability to collaborate efficiently, building strong working relationships, and a cooperative team environment.
3. Work well in a fast-paced, multi-task work environment and maintain focus while attending to different tasks simultaneously yet completing each task on or prior to deadline.
4. Skilled at effectively communicating and explaining processes and legal aspects to the public. Excellent communication skills, oral and written, in a professional business-like manner.
5. Possess strong public speaking skills.
6. Possess or develop a good understanding of the statutes and ordinances applicable to the functions of the department.
7. Possess unique skillset relating to IT and cybersecurity.
8. Ability to manage complex projects involving technology.
9. Ability to be flexible to meet the unique staffing needs of the election's office.

Cowlitz County offers a competitive benefits package for Full-Time employees, including:

• Health Insurance: Variety of Medical, dental, life, vision, and prescription insurance for employee and family. Employees who are covered under another person's medical plan have the option of an HRA (Health Retirement Account) in lieu of medical insurance. HSA and FSA plans are also available, depending on eligibility.
• 11 Paid holidays, vacation, and sick leave.
• Retirement: All full-time employees must participate in a Washington State Retirement Services plan, and may participate in a Deferred Compensation Plan, if desired.
• Employee Assistance Program employees and family members for help with personal or family issues.
• Group Life Insurance: Basic life and Accident insurance is provided to employee, with additional insurance available to purchase.

01

Have you previously taken the NCRC ACT/Work Keys test in the past 5 years and passed with a Level 4 (Silver) or higher?

• Yes
• No

Required Question