Elections Specialist

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below.  This list of responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Summary

Responsibilities

• Assists in the creation and implementation of Limited Ballot voting processes.
• Oversees the maintenance and update of the voter registration database and pollbooks.
• Oversees and issues various notices to voters mandated by the Texas Election Code.
• Provides and creates trainings to voter registration and election staff on voter registration processes, policies, and procedures.
• Creates and maintains data files and records between state and county databases.
• Reports monthly, quarterly, and yearly statistical voting registration data using software utilized by the State of Texas and Texas counties. 
• Conducts daily audits of DPS voter registration applications including conducting quality control on application discrepancies. 
• Collaborates with Ballot by Mail Coordinators and assists with troubleshooting elections software.
• Updates finalized pollbooks with voter registration information.
• Develops various processes related to voter registration and ballot-by mail. 
• Creates and runs voter registration reports and reconciles all errors identified. 
• Serves as the primary contact for the Federal Post Card Applications (FPCA) and Ballot-By-Mail programs.
• Answers FPCA and Ballot-By-Mail program questions and informs voters of their options.
• Monitors multiple department email accounts relating to mail balloting.
• Works with the Early Voting Ballot Board to transfer pertinent documents for mail ballot processing.
• Keeps documentation of corrective action and rejection notifications of Ballot-By-Mail.
• Reports tracking information to the State daily for tracking of mail ballots in the State Team system.
• Checks the Post Office box daily for mail ballots being returned.
• Accepts, reviews, and processes applications and coordinates the mailing of ballots.
• Works with vendors on setup of election for ballot on demand printing of all mail ballots.
• Emails ballots and all required materials to eligible voters in compliance with all Federal and State laws.
• Assists the Voter Registration Supervisor with Provisional Ballot research.
• Prepares and sends post elections letters to provisional voters to inform them if their ballots were accepted or rejected by the Ballot Board.
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• Maintains internal Ballot-By-Mail process and procedure documents.
• Coordinates, recruits, trains, and oversees Ballot Board members.
• Serves as primary contact for voter registration concerns from voters and the public.
• Serves as a record management liaison for Elections Department and other department personnel.
• Assists with programming the voter registration system for elections.
• Assists with coding voter addresses. 
• Assists with voter registration data entry duties including cancelling, entering, and updating voter information.

• Serves as a primary contact for the election Judge’s hotline and assists with complex issues from elections judges and staff.
• Cross-trains with office staff in other areas to ensure continuity of departmental operations.
• Communicates frequently via telephone, e-mail, and in person with poll workers and the public. 
• Monitors multiple departmental email accounts related to voter registration and ballot-by-mail.
• Attends all meetings and trainings, as required.
• Performs other duties as assigned.

• Associate’s degree in Government, Public Administration, Business Administration, Communications, or a related field.
• Bachelor’s degree preferred.
• Two (2) years of voter registration or public sector experience.
• Required experience can be substituted for the education on a year for year basis.
• Prior experience working in Elections and/or public-sector.

Required within thirty (30) days of employment.

• Valid Texas driver’s license 
• Registered Election Official (REO) Certification within two (2) years of employment.
• Certified Elections/Registration Administrator (CERA) Certification within five (5) years of employment.