Summary
Description
Description
The Ballot Processing Manager is responsible for the management and coordination of ballot processing operations, video surveillance of ballot drop boxes, vendor management and maintenance for voting equipment and technology, warehouse and logistics for election headquarters, and document retention and archiving of election records. The objective of this position is to perform a variety of functions and diverse leadership roles on a routine basis, including training, coaching, supervision and performance management for a team of Election Specialists, Coordinators, and System Administrators. This is a highly visible position requiring exceptional leadership, organizational, and communication skills. The Ballot Processing Manager is responsible for creation and enforcement of policies, procedures, and adherence to state and federal statutes and regulations; creation and execution of strategic and tactical plans for operating successful elections. Coordinates with and assists other Clerk & Recorder Divisions as needed.
Examples of Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES:
(The following examples are illustrative only and are not intended to be all inclusive.)
- Manages the daily operation of the Ballot Processing team, which may include, but is not limited to, legislative guidance, budget guidance, business process implementation, data management, voter information, conduct of elections, voting equipment and technology, coordination with external and internal stakeholders, and overseeing staff.
- Manages and ensures statutory compliance of end-to-end ballot processing functions including ballot collection chain of custody, receiving, signature verification, sorting, extraction, adjudication, scanning, and tabulation; Additionally, processes uniformed and overseas ballots, out of county ballots, statewide ballots, and emergency ballots.
- Oversees and ensures statutory compliance for Logic and Accuracy Testing of voting equipment including accessible voting units, Risk Limiting Audit of ballot tabulation, and Board of Canvass meeting.
- Oversees and ensures statutory compliance for document retention of physical election records and digital archives including video surveillance of ballot drop boxes.
- Supervises employees and temporary staff including coordination of schedules, assigning and reviewing work, performance evaluation, and professional development.
- Facilitates and/or participates in hiring and onboarding employees, and succession planning.
- Manages and directs work for staff, sets work priorities, provides guidance and instruction on expected outcomes, and monitors responsibilities to ensure compliance with office policies and procedures, County policies, state statutes and rules, and federal regulations.
- Tracks productivity and quality measures, reports on deficiencies and errors, and provides retraining or corrective action when needed.
- Collaborates with Clerk, Chief Deputy, and Deputy Director of Elections to create strategic plans, develop and manage budget, problem solve, and achieve established goals and expected outcomes of the Division and of the Office of Clerk and Recorder.
- Acquires and applies in-depth knowledge of relevant laws, regulations, policies, standards, equipment, software, and election operations procedures to effectively administer elections, ensuring a successful voting experience for both staff and the public.
- Creates, revises, and maintains standard operating procedures to perform role specific functions.
- Reviews and revises training materials and documentation for staff and for election judge training as needed.
- Implements and oversees quality assurance measures to ensure processes and procedures are tested to evaluate for potential improvement and accuracy. Manages continuous improvement initiatives.
- Plans and executes election-related projects, including timelines, logistics, and resource allocation.
- Participates in relevant working groups/committees as a subject matter expert for Elections Division across County and State.
- Collaborates with internal departments, external vendors, and community stakeholders.
- Researches, tracks, and provides input on proposed or pending legislative changes.
- Provides customer service in person, online, and via telephone.
- Assists staff with accounting functions of the office.
- Prepares and maintains records and reports.
- Completes opening/closing procedures for office.
- Lives out the Vision, Mission, and Core Values of the Office of Clerk and Recorder, maintaining a supportive environment conducive to teamwork.
OTHER DUTIES:
Performs other duties as assigned. Will assist Clerk, Chief Deputy or Deputy Director as required. Will provide support across functions of the Elections Division as needed. Will provide support across Divisions as business needs arise. Crosstrain as needed to support Continuity of Operations Plan (COOP).
Minimum Qualifications
EDUCATION and/or EXPERIENCE:
- Bachelor’s Degree in Public Administration, Political Science, Business Management, or another relevant field preferred.
- Two years of management/supervision experience required; three to five years preferred.
- Two years of experience in the conduct of Colorado elections preferred, or at least three years of Elections-related experience; or a combination of related education and experience.
- Ability to meet continuing education requirements set by the State, County, and the Office of Clerk & Recorder.
- Ability to meet technical training requirements due to legislation.
CERTIFICATES, LICENSES, REGISTRATIONS:
- Must possess a valid Colorado Driver’s License upon hire, with complying insurance. Review of motor vehicle record is required at time of hire and periodically throughout employment.
- US citizenship required.
- Registered Voter of Colorado.
- Must pass state and/or national criminal background check annually.
- Must pass fingerprinting test.
- Must pass and maintain Criminal Justice Information System testing and certification.
- Sworn as an agent of the Douglas County Clerk and Recorder’s Office to discharge duties conveyed by CRS 1-1-110.
- Must obtain Secretary of State Election Certification within 1 year from date of hire and maintain certification.
Supplemental Information
For more information on job functions, requirements and to apply please visit: https://douglasco.csod.com/ux/ats/careersite/5/home/requisition/2975?c=douglasco
Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision.
For a more detailed overview please view the full Employee Benefit Guide.
