Deputy Elections Director

GENERAL DEFINITION OF WORK: 

Performs intermediate technical and administrative work assisting with planning, directing, coordinating and supervising the elections process, ensuring that all voter and election records and files are prepared and maintained in a legal manner, and related work as apparent or assigned.   Work is performed under the regular supervision of the Elections Director. Individual should be able to work independently, maintain schedules of routine activities and perform those duties regularly and timely and providing reports to Director.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

Registering voters; assisting with clerical duties and support in the Elections Office; preparing and maintaining voter records and files.

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Registers voters; answers inquiries concerning voter registration laws, prepares, updates and maintains current voter registration records utilizing computer database; verifies accuracy of input information.
• Answers incoming calls and assists walk-in customers, candidates and vendors.
• Makes removal of records due to cancellation notices, moves or other relevant cause following standard operating procedures as provided by the NCSBOE. Reports irregularities to Director. 
• Processes absentee ballot requests. Maintains logs of requests, manages inventory of mailed ballots for post-election reconciliation, issues replacement ballots in the event of voter error and documents for accounting purposes.   Reports discrepancies to Director.
• Processes outgoing voter card mailings and return mailings in Voter database. Prints reports for all mailing and forwards to Director for review and filing.
• Notifies candidates of campaign reports due; audits reports and provides assistance as needed in completion of documents.
• Maintains county street listing; inputs updated information into computer. Works with county mapping agency and tax office to ensure accuracy of information.
• Records and maintains voter registration statistics by demographics and voter status; prepares related reports. Assist requestors with records requests, collects payments and issues prepared information in a timely manner.
• Maintains voter registration files and records; performs a variety of office assistance tasks.
• Assists in the recruitment and training of poll workers; prepares training seminar notifications; enters precinct worker detail into State database and provides reports as needed to Director. 
• Ensures voting equipment is functioning properly; repairs machine malfunctions; maintains inventory of spare parts; prepares voting equipment for specific precincts and elections and assist technicians that may be working on site from vendor(s). Secures voting equipment for transport to precinct and maintains Chain of Custody. Assist Director with periodic audit and inspection of voting equipment. Prepares for shipment to vendor when needed and maintains inventory control until equipment is returned.
• Assist Director in preparation of election day printed lists of voters and emergency database records. Distributes to Chief Judges for posting in the precinct. 
• Assists Director with Accessibility audit of all voting sites, completion of reports and uploads to SBOE.
• Assist Director with preparation of Election Day Precinct materials and Chief Judge supplies, issues supply to Chief Judges and addresses concerns of Judge. Checks in election day supplies from Chief Judge, maintains audit forms and reports discrepancies to Director.  Assist Director in post-election audit and reconciliation in addition to Canvass preparation for Board.  
• Works with vendors for voting systems to perform upgrades. Maintains inventory control of supplies.
• Attends SBOE trainings and web related events for ongoing education credit and certification.
• Assist Director with organization and maintenance of office files, equipment and election supplies. Places orders for supplies as needed and maintains inventory control. Assist with records retention and disposition.
• Assist Director in preparation of training materials and Chief Judge Manuals. Reviews periodically making updates as needed.  Reports to Director concerns and suggestions for effective training of temporary staff and election day workers. 
• Assist voters with Photo ID.

KNOWLEDGE, SKILLS, AND ABILITIES:

General knowledge of standard office procedures, practices and equipment; general knowledge of Federal, State and municipal voter registration laws and regulations; general knowledge of voting procedures, maintenance and protection of voter registration lists and records; ability to establish and maintain effective working relationships with associates and the general public; ability to type accurately and at a reasonable rate of speed; ability to follow oral and written directions and to provide accountability and documentation as needed.

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school and minimal experience providing administrative support, or equivalent combination of education and experience. Willingness to participate in SBOE training and to expand education to contribute to the effectiveness of agency.

PHYSICAL REQUIREMENTS:

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects, and some heavy work requiring the exertion of up to 50 pounds of force occasionally, up to 20 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires stooping, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, assembly or fabrication of parts at or within arm’s length, operation of machines; determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

SPECIAL REQUIREMENTS:

Possession of a valid North Carolina driver’s license. Ability to obtain NC Elections Administrator certification within 2 years of employment and NC Notary certification within 9 months of employment.