Elections Coordinator

Unified Government of Athens-Clarke County•Athens, GA

9h•Onsite

About The Position

The purpose of this job is to facilitate elections through logistical planning and support, to include secure delivery and retrieval of all election equipment. This job manages all election clerks assigned to the elections warehouse, up to 250+ poll workers, and operational activities at all advance and election day voting sites. Responsible for all election equipment, ancillary equipment, and consumable inventory related election logistics; maintains relationships with elections facilities, election partners, vendors, and the Georgia Secretary of State; plans and executes poll worker training, tracks completion of training for SOS certification, and submits for payroll purposes. Responsible for the secure storage of all election equipment and superintendent of elections records according to Georgia Election Code and record retention schedule. Duties and responsibilities include, but are not limited, maintaining accurate records, providing election related information to voters and stakeholders, preparing spreadsheets, assisting with ballot proofing, programming voting equipment, operating the election management system, producing reports of official election results, and performs additional tasks as assigned.

Requirements

Bachelor’s Degree in political science, public administration, or related field.
Four years of election related experience with a minimum of two years in logistic, operations management, or administrative support, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
One year of supervisory experience required.
Must possess a valid driver’s license.
Must possess or be able to acquire Notary Public status.
Must be able to obtain or have obtained Georgia Election Official Certification within six months of hire.
Must obtain Certified Elections/Registration Administration certification the National Association of Election Officials within three years of hire.
Knowledge of the principles, practices, and procedures of the Unified Government of Athens-Clarke County and the operations and functions of the Elections Department.
Knowledge of election and registration laws, wards and district, report preparation, policies and procedures and methods as required in the performance of duties.
Knowledge of the terminology used within the department.
Skill in organizational, supervisory, and human relation techniques.
Skill in interpersonal communications, and oral and written communications.
Skill in utilizing various software programs relevant to the position.
Ability to compile, organize, prepare, and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.
Ability to communicate effectively with supervisors, and other staff members.
Ability to use independent judgment in routine and non-routine situations.
Ability to perform required mathematical calculations.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
Ability to plan, organizes and/or prioritize daily assignments and work activities.
Ability to comprehend and apply regulations and procedures of the department.
Ability to work under pressure and meet deadlines, with the ability to adapt quickly to changing requirements.
Must be physically able to operate a variety of election equipment and other equipment including a motor vehicle, computer, printer, calculator, and telephone.
Requires the ability to walk, stand, bend, stoop, push, pull, lift, finger, grasp, feel, see, talk, hear, and perform repetitive motions.
Must be able to exert up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently.
Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers, assistants, or supervisors.
Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures.
Requires the ability to prepare letters, reports, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style.
Requires the ability to speak to individuals and/or groups of people with poise, voice control, and confidence.
Requires the ability to learn and understand relatively complex principles and techniques, to acquire and be able to expound on knowledge of topics related to primary occupation, and to make independent judgment in the absence of management.
Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions.
Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including water treatment, budgeting, and human resources terminology.
Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages; to interpret graphs.
Requires the ability to inspect items for proper length, width, and shape, visually with a variety of election equipment, and other equipment including a computer, printer, calculator, and telephone.
Requires the ability to coordinate hands, fingers, and eyes accurately in using equipment.
Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
Requires the ability to handle a variety of items such as automated equipment, office supplies, and computer supplies.
Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities.
Must have minimal levels of eye/hand/foot coordination.
Requires the ability to differentiate between colors and shades of color.
Requires the ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under moderate stress when confronted with an emergency.
Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear).
Must be able to communicate via telephone.

Nice To Haves

Must be able to work cooperatively with others.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.
May be required to work on religious holidays.

Responsibilities

Maintains a list of election site contacts and communicates with site contacts to solve various issues.
Solves facility issues leading up to and after each election and supports facility needs during election use.
Maintains a history of facility use, including dates and resolution of issues at each site.
Ensures completion of annual polling site visits, ensuring ADA compliance.
Establishes election projects in the election management system.
Manages all processes within the election management system for Logic and Accuracy testing, vote tabulation, and production of official election reports.
Prepares all election-specific media for Logic and Accuracy testing and election use.
Prepares sample composite ballots through the election management system.
Prepares for and performs early absentee ballot processing and early tabulation.
Prepares Election Management System Adjudication Module.
Leads ballot adjudication process with vote review panel.
Uploads ICP memory card data for vote tabulation.
Prepares election reports and data for storage and submission to GA Secretary of State.
Prepares documents and completes planning for Risk Limiting Audits.
Prepares ballot tracking and ballot manifest for Risk Limiting Audit and inputs audit batch counts into ARLO software.
Confirms and assigns audit teams for the performance of the Risk Limiting Audit.
Reports proper information concerning the RLA to the GA Secretary of State.
Ensures proper oath-taking and payroll tracking for audit teams and vote review panel members.
Prepares election records for storage with the Clerk of Court by boxing, cataloging, and transmitting records.
Conducts the hiring process for poll workers, including interviews and new hire processing.
Maintains a database of active poll workers with current information, including role.
Submits poll workers for promotion, demotion, or separation.
Documents poll worker performance and recommend disciplinary action when warranted.
Assigns poll workers to polling locations during advance voting and election day.
Assigns poll workers to special teams that function during elections.
Maintains communication with poll workers to discuss assignments, training, payroll, and any general questions.
Creates and distributes poll worker monthly newsletter.
Plans and executes poll worker appreciation events.
Determines poll worker training schedule and secured training sites.
Plans, updates, and creates poll worker training content for in-person training and online training sessions.
Oversees the execution of all in person poll worker training sessions.
Records completion of training sessions for each poll worker, including recording for payroll submission to administrative assistant.
Determines the need for make-up training sessions, schedules participants, and executes training sessions.
Prepares an Election Prep Sheet with equipment allotments assigned to each polling location.
Prepares for and performs Logic and Accuracy Testing on all assigned election equipment.
Creates Voter Access Cards through Poll Pads for testing during L&A.
Relays election planning, delivery information, and communicates with advance and election day polling locations.
Secures box trucks and staff for equipment delivery/retrieval crews for advance voting and election day delivery/retrieval.
Prepares delivery routes, documentation, and oaths for election record retention.
Supervises and participates in, as necessary, election equipment deliveries/retrieval.
Submits the required paperwork/receipts to the administrative assistant to reconcile purchase card.
Performs and supervises preventative maintenance on all election equipment.
Maintains election inventory log for life cycle tracking.
Communicates with equipment vendors for equipment repairs and purchases.
Assigns poll pads for advance voting and election day use, coordinates with the vendor for the import of election files and the export of data after each election and performs each import/export.
Prepares a “Lessons Learned” tracker for election process improvement and assigns action items for completion.
Serves as department liaison for CISA, EI-ISAC, MS-ISAC, DHS, FBI, and GBI.
Compiles and distributes necessary security information to the election department and ACC IT partner.
Plans and facilitates election planning meetings with security partners, Clarke County School District, and other election facility stakeholders.
Coordinates with ACCPD and emergency services establishing an Emergency Operations Center (EOC) for election day.
Maintains presence and contacts with EOC during operating hours and ensures meal delivery to all EOC personnel.
Coordinates, tracks, distributes, and returns radios given to poll coordinators for EOC communication.
Prepares for Ballot Image Audits by uploading ballot images and CVR to Enhance Audit.
Performs the ballot image audit inside Enhanced Audit software, alongside the vote review panel.
Submits documentation of the ballot image audit to the GA Secretary of State.
Maintains security log for entrance/exit of elections warehouse, ensuring security of the area.
Performs other duties as assigned.