Early Voting Coordinator

The City of Milwaukee•Milwaukee, WI

7d•Hybrid

About The Position

The Early Voting Coordinator plans and leads all activities associated with absentee ballots processed through the Early Voting Centers (In-Person Absentee Voting (IPAV), drop boxes, and the Special Voting Deputy (SVD) program). The City of Milwaukee Election Commission (MEC) mission is to ensure that all elections are secure, fair, transparent, and accessible, instilling voter confidence in the democratic process. Core organizational values include accuracy, adaptability, and a strong commitment to customer service, with a focus on dignity and respect. Staff members recognize the diverse community they serve and are approachable, resourceful, and helpful at all times. Election administration is a team effort with an all-hands-on-deck approach. Both management and non-management collaborate to get the job done. While the hours can be long during the weeks leading up to an election, they are predictable; during off-election cycles, staff can request a hybrid work-from-home schedule. The City of Milwaukee is proud to employ a workforce that is committed to providing exemplary service to the City’s residents. If you have a passion for being a part of an inclusive team of public servants, please consider the following opportunity.

Requirements

Bachelor’s degree in communications, political science, public relations, journalism or a closely related field from an accredited college or university.
Two years of professional experience in project management or program coordination.
Valid driver’s license at the time of appointment and throughout employment and the availability of a properly registered and insured vehicle for use on the job.
Equivalent combinations of education and experience may be considered.
Must perform medium physical work, including moving equipment weighing up to 50 pounds with assistance and exerting up to 20 pounds of force frequently and up to 10 pounds of force constantly to move objects.

Nice To Haves

Election administration experience within the State of Wisconsin.
Technical Knowledge of project management and logistics principles.
Ability to learn and accurately administer the absentee balloting process.
Ability to effectively utilize Microsoft Word, Excel, and Outlook.
Ability to learn how to utilize an internal database system to enter voter registration information.
Ability to review, analyze and prepare technical and non-technical reports, presentations, and informational guides.
Ability to complete mathematical calculations including rate, ratio and percent to report technical information accurately.
Ability to read and interpret work-related materials, such as governmental regulations, city ordinances, and budget documents.
Ability to assign duties to temporary office workers during absentee voting times.
Ability to provide guidance and training and to coach team members to success.
Ability to foster an environment of inclusion wherein all employees are treated respectfully, are valued for their strengths, and feel that they can safely express themselves.
Ability to positively and effectively interact with staff, other city departments, city officials, outside agencies and the public.
Written communication skills to develop professional correspondence that is free of grammatical and punctuation errors.
Ability to present and educate diverse resident groups about the absentee voter process.
Ability to tactfully and effectively handle inquiries from elected officials, other city departments, and the public.
Ability to work cooperatively with people whose backgrounds may differ from one’s own.
Ability to make presentations to various groups and to effectively communicate technical information.
Ability to manage multiple projects in various stages of completion.
Organizational and time management skills to prioritize work, adjust to changing deadlines, and achieve objectives on time.
Ability to work ethically and with integrity.
Ability to make sound and accurate decisions by supporting and explaining the reasoning for decisions made.
Ability to adapt and change approach or method used to fit the situation best.
Ability to analyze and evaluate information to solve problems.
Diversity, equity, and inclusion acumen and the ability to consider policy and projects from an equity lens.
Ability to maintain confidentiality.

Responsibilities

Recruit, train and assign workers at the IPAV sites across the City of Milwaukee.
Develop and maintain the chain of custody for ballots throughout the IPAV process.
Assist the Deputy Director with IPAV site selection, communication, and contracts.
Work with the Information Technology Management Division (ITMD), the Milwaukee Public Library System (MPL), and the Department of Public Works (DPW) to ensure that technical equipment, parking, and signs are coordinated for delivery and pickup at all IPAV sites.
Recruit, train and assign workers to be part of Ballot Courier Teams.
Develop and maintain the Chain of Custody for ballots throughout the drop box process.
Assist the Deputy Director with communication and messaging about drop box operations and inquiries.
Work with the MPL and DPW to ensure that any technical equipment, parking, and signs are coordinated for delivery and pickup.
Work with the Office Administrative Coordinator to ensure all public notices are completed and posted as required by state law.
Recruit, train and assign workers to administer the SVD program in eligible facilities across the City of Milwaukee.
Develop and maintain the Chain of Custody for ballots throughout the SVD process.
Assist the Deputy Director with SVD site selection and communication.
Work with the Office Administrative Coordinator to ensure all public notices are completed and posted as required by state law.
Maintain quality control procedures for accuracy.
Provide feedback to site leaders and staff to correct any procedural issues to ensure that operations are compliant with established rules and statutory requirements.
Track, compile, and post daily IPAV statistics on the City’s website.
Establish written policies and procedures relative to IPAV, SVD, and drop box operations.
Handle any issues that may arise in relation to the sites during elections.
Order, track, and maintain supplies.
Assist in processing payroll for the ballot courier team, SVD and IPAV election workers.