Election Administrator

Job description

Location: 1 Hamilton County Square - Noblesville, Indiana, 46060 Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County. Job Description: POSITION DESCRIPTION COUNTY OF HAMILTON, INDIANA POSITION: Election Administrator DEPARTMENT: Elections WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F STATUS: Full-time FLSA STATUS: Non-exempt HOURLY RATE: Up to $51.3741 per hour To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship . Incumbent serves as Election Administrator for the Election Department, responsible for administering election activities according to state and federal regulations, maintaining records, generating reports, and supervising personnel. DUTIES : Supervises and directs department personnel, including assisting with interviewing applicants and hiring, planning/ delegating work assignments, providing orientation, training and corrective instruction, evaluating performance, recommending personnel actions, and maintaining discipline. Answers telephone and assists office visitors, providing assistance and information as requested. Opens and responds to department mail. Generates various reports/lists as needed or as requested, such as population, election statistics, and voter history, addresses and mailing labels. Compiles statistics and mails monthly reports to State Election Commission and Federal Election Commission as required. Attends staff meetings, and other meetings as required or as needed, such as periodic GIS Committee, Election Board, County Council, and/or Board of County Commissioners. Periodically prepares and disseminates press releases regarding elections and voter registration, and occasionally conducts interviews and makes presentations to community groups as requested. Periodically assists Clerk personnel as requested. Periodically sets up petitions as requested. Prepares annual department budget, projecting payroll and other costs, and discussing with Council as requested. Prepares annual budget projections and claims for the election process for city and town officials. Periodically works with ISS Department in upgrading software and hardware as needed. Maintains current knowledge of relevant state guidelines by reading legislative updates and occasionally attending related conferences; makes appropriate changes in local policies and procedures. Election duties : Receives, files and processes declarations of candidacy, including verifying registration, assisting candidates, answering questions as requested, proofreading, filing, entering candidate list on computer, and disseminating to news media and the public. Assists candidates and/or committees in preparing and filing campaign finance reports, including providing information regarding laws and procedures, entering various information on database, mailing deadline and delinquency notices, and compiling and forwarding list of delinquent reports to Election Board. Designs/prepares/enters ballots and enters precinct information on computer semi-annually according to state guidelines, including proofreading to ensure accuracy of all information, printing/preparing ballot fronts for voting machines, and printing sample ballots for each precinct. Maintains inventory of voting machines, entering serial numbers and cost on computer, determining number needed by each precinct, and recording precinct assignment. Oversees absentee voting process, including printing ballots, reviewing applications, verifying eligibility, scheduling and overseeing public test of absentee ballot card voting system. Schedules election and poll workers for precincts for election days, including maintaining log of volunteers, mailing letters requesting volunteers to precinct committee persons, and making new assignments for cancellations. Schedules/provides training for election poll workers regarding election day forms and procedures. Makes changes to poll worker training manual as needed. Arranges/renews contracts with facilities as polling locations, including reviewing state requirements, and arranging building access to deliver voting machines. Prepares and forwards required legal notices to newspapers. Prepares for election days, including determining quantities and ordering forms and supplies, preparing/packing supplies for precinct inspectors according to prescribed list, and unpacking after elections. Provides assistance and information on election day, answering questions and verifying registration of voters. Oversees tallying of votes, including preparing computer system, and assisting canvass board with tallying. Prepares semi-annual certificate of elections and oaths for successful candidates, and documents for Secretary of State, including election certifications, and for federal elections, lists of party chairs, candidates, and delegates to state convention. May periodically update election precinct maps as required for census redistricting, precinct overpopulation, or other statutory requirements, including discussing population growth with city, town and county planners, drawing new lines, writing legal descriptions, and submitting to Indiana Election Commission for approval. Periodically makes speaking presentations to schools and civic groups regarding the election process. Performs related duties as assigned. I. JOB REQUIREMENTS AND DIFFICULTY OF WORK : High school diploma or GED and a minimum of three years of clerical experience, or equivalent combination of education and experience. Thorough knowledge of and ability to research, read, interpret, and apply relevant federal and Indiana voter registration and election codes and procedural manuals. Working knowledge of standard office policies and practices, and ability to apply such knowledge to a variety of interrelated tasks. Ability to supervise and direct department personnel, including assisting with interviewing applicants and hiring, planning/delegating work assignments, providing orientation, training and corrective instruction, evaluating performance, recommending personnel actions, and maintaining discipline. Ability to type with speed and accuracy, and use various department software and office equipment in maintaining accurate records and preparing detailed reports, including computer, fax machine, printer, telephone, copier, voting machine, postage meter, cartridge and absentee card readers, time stamp, and time clock. Working knowledge of standard English grammar, spelling and punctuation, make relevant arithmetic calculations, and prepare and administer department budget Ability to effectively communicate orally and in writing with co-workers, other County departments, other registration sites, poll workers, precinct/party officials, election candidates, related state and local agencies/organizations, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities. Ability to effectively coordinate workers and activities at precinct locations during elections. Ability to read, interpret and occasionally manually update county precinct maps. Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions. Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form. Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons. Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to work alone with minimum supervision, and with others in a team environment. Ability to provide public access to or maintain confidentiality of department information/records according to state requirements. Ability to work extended, weekend and/or evening hours during election periods, and occasionally travel out of town for conferences/meetings, sometimes overnight. II. RESPONSIBILITY : Incumbent performs widely varied, moderately complex duties according to department policies and procedures and state and federal guidelines. Incumbent develops own work objectives, and receives only administrative/advisory direction from supervisor. Errors in incumbent's work are usually prevented through legally defined procedures and are detected through proofreading and/or notification from other departments, agencies or the public. Most undetected errors could result in loss of time for correction and/or inconvenience to voters. Ballot errors could adversely affect election results, could require court resolution, additional cost to County for special elections, and/ or substantial inconvenience to candidates and voters. III. PERSONAL WORK RELATIONSHIPS : Incumbent maintains frequent contact with co-workers, other County departments, other registration sites, poll workers, precinct/party officials, election candidates, related state and local agencies/ organizations, and the public for purposes of exchanging and explaining information, coordinating election activities, and supervising personnel. Incumbent reports directly to Clerk of Circuit Court. IV. PHYSICAL EFFORT AND WORK ENVIRONMENT : Incumbent performs duties in a standard office environment involving sitting and walking at will, walking/standing for long periods, reaching, bending, crouching/kneeling, speaking clearly, keyboarding, close vision, color and depth perception, handling/grasping/fingering objects, and pushing/pulling/lifting/carrying objects weighing 25 to over 50 pounds. Incumbent works extended, weekend and/or evening hours during election periods, and occasionally travels out of town for conferences/meetings, sometimes overnight. APPLICANT/EMPLOYEE ACKNOWLEDGEMENT The job description for the position of Election Administrator for the Voter Registration Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions. Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.