Deputy Registrar of Voters

(Dep ROV)
Recruitment #13-167080-01

Approximate Salary:$6,873.51 - $8,354.79/Month
Opening Date:12/11/2013 8:00:00 AM
Final Filing Date:1/31/2014 5:00:00 PM
Contact Information:Candice Mabra/Joy Cadiz 707/784-6183
Type of Recruitment: Open Competitive
Work Locations: Fairfield

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CLASS CHARACTERISTICS

Position reports to the Assistant Registrar of Voters and is responsible for assisting in the planning, directing and participating in the overall operations of the Elections Division, including developing goals and procedures, registration of voters, conducting primary, general and special elections; receiving and verifying nominations and citizen petitions, tabulating and certifying election results to the Secretary of State. 

THE POSITION

The Department of Information Technology is recruiting for a Regular fulltime  position.  

The eligible list established from this recruitment will be used to fill part-time and full-time regular, limited-term or extra-help positions as vacancies occur or the need arises.  

ESSENTIAL DUTIES

1.     Assists the Assistant Registrar of Voters by planning, organizing and directing the daily operations  of the Elections Division of the Department of Information Technology to ensure delivery of mandated and other services in compliance with local, state and federal regulations, legislation, codes and policies; to formulate goals and policies; to evaluate operational performance; to review work methods and division procedures to ensure effective work flow; to review legislation, regulation and judicial decisions to determine effect on division operations; to direct changes in operations and procedures; and to coordinate operations with management team members and representatives of other County departments and political agencies.

2. Supervises Election Coordinators, other direct reports and others through subordinate supervisors performing supervisory duties such as: Establishing standards for acceptable work products and evaluating performance; Interviewing applicants and making selections; Reviewing, approving  and implementing disciplinary actions and terminations; Planning, assigning and scheduling staff’s activities and work deadlines; Reviewing work and recognizing employees’ work efforts and accomplishments; Providing career development mentoring and recommending training and career development opportunities; Ensuring that employees are properly trained; Reviewing and approving timesheets and requests for leave; and Supporting and ensuring compliance with County and Department policies and procedures including those related to equal opportunity and to safety.

3. Exercises management authority for assigned services and activities of the Election Division and performs managerial responsibilities such as: monitoring purchases and expenditures; approving non-routine expenditures for workplace improvements, training, computer software and hardware, etc.; providing input to the unit’s budget; monitoring goals and objectives of the unit and taking corrective actions as appropriate;  recommending and implementing new policies and procedures to eliminate or reduce barriers to efficient or effective production and/or to improve customer service; and coordinating and monitoring the work of consultants and contractors by reviewing the performance and quality of work to ensure compliance with the applicable contract and by reviewing and approving claims for payments to ensure conformance with contract and to prevent cost overruns.

4.   Ensures the accurate preparation of the voter registration list, the purging of the voter registration list and the preparation of election materials for polling places; ensures the consistency and accuracy of formats across ballot types and tests ballots and the balloting processing system to ensure ballots are correctly defined, perfectly read, and results are correctly displayed; sets reconciliation procedures and standards and decides when canvass is complete; coordinates the preparation and printing of sample ballots and directs the establishment of precinct boundary lines and of polling places; the preparation of precinct maps, mailing labels and election abstracts; receives and verifies nominations and citizen petitions; manages the development of legal and accurate district and precinct maps; and assigns temporary election workers to polling places.

5. Performs other duties of a similar nature or level as assigned.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of:

 

·         California Elections and Governmental codes and other codes as they pertain to conducting elections and the registration of voters which demonstrates the ability to read, interpret and apply codes to a process.

 

·         The principles and practices of supervision, leadership, motivation, team building, conflict resolution,  and training.

 

·         Organizational effectiveness and operations management.

 

·         Principles and practices of budgeting, costs analysis, and fiscal management..

 

·         Advanced computers skills in a Microsoft Windows environment to include Word, Excel, Access and Powerpoint.

 

·         The County’s election processes and procedures.

 

·         Operating balloting machines.

 

·         Office processes, procedures and technology as applied to the election process.

 

·         Geographic information systems such as ArcMap and/or Maptitude and web design software.

 

 

Skills in:

 

·         Operating office equipment including a personal computer, copy and fax machines and printers.

 

·         Supervising, evaluating, training, and developing staff and organizing and managing their work.

·         Representing the office in meetings with representatives from various Federal, State and County organizations, with local businesses, with voters, and/or with the general public.

 

Ability to:

 

·         Plan, organize and administer election services.

 

·         Understand, interpret and explain laws, regulations and policies governing election program operations.

 

·         Comply with laws, regulation and professional practices governing election program services and operations.

 

·         Establish time tables and coordinate activities to meet deadlines required by various election codes.

 

·         Direct the work of others engaged in election activities.

 

·         Formulate, promote and implement a variety of election programs.

 

·         Recognize and respect limit of authority and responsibility.

 

·         Interpret political and administrative direction and incorporate into operational policy and procedures.

 

·         Plan, coordinate and initiate actions necessary to implement policy and administrative decisions.

 

·         Develop and implement operational procedures.

 

·         Understand program objectives in relation to departmental goals and procedures.

 

·         Identify and analyze administrative problems and implement operational changes.

 

·         Prepare budgets, funding proposals and narrative and statistical reports.

 

·         Understand and analyze expenditure reports.

 

·         Plan, organize, assign, supervise and evaluate work of subordinate staff and temporary workers; secure cooperation and teamwork among professional and/or support staff; determine and evaluate levels of achievement and performance; and interviewing, hiring and training of staff.

 

·         Communicate effectively both verbally and in writing with people of diverse socio-economic backgrounds and temperaments.

 

·         Establish and maintain cooperative working relationships.

 

·         Demonstrate tact and diplomacy.

 

·         Research regulations, procedures and/or technical reference materials;collect and analyze gathered information to establish/identify needs, evaluate program effectiveness, etc.; draw logical conclusions; and make appropriate recommendations.

 

·         Make decisions and independent judgments.

 

·         Maintain accurate records and document actions taken.

 

·         Prepare clear and concise reports.

 

·         Maintain confidentiality of information.

 

·         Determine the appropriate course of action in emergency or stressful situations.

EDUCATION AND EXPERIENCE

REQUIRED EDUCATION AND EXPERIENCE

 

Either:  Four (4) years of supervisory or above experience in preparing for and administering elections AND a Bachelor’s degree from an accredited college or university in Business Administration, Government, History, Public Administration, Political Science or closely related field.

 

Or:  Six (6) years of supervisory or above experience in preparing for and administering elections AND completion of 60 semester units or 90 quarter units of coursework from an accredited college or university with coursework in Business Administration, Government, History, Public Administration, Political Science, or a closely related field.

 

Note:  Completion of the California Association of Clerks and Election Officials’ California Professional Election Administration Course or The Election Center’s Certified Elections/Registration Administrator (CERA) program, may be substituted for one year of the required experience in either of the above two patterns.

DOCUMENT SUBMITTAL REQUIREMENTS

DEGREE OR SEMESTER UNITS REQUIRED

 

All candidates must submit a copy of their college diploma (verifying the degree, date earned and area of specialization) or official/unofficial transcripts (verifying the courses and units completed).  Candidates who fail to submit their diploma or transcripts by the final filing date will be disqualified from the recruitment.

 

PLEASE NOTE THE FOLLOWING:  Candidates who attended a college or university that is accredited by a foreign or non-U.S. accrediting agency must have their educational units evaluated by an educational evaluation service.  The result must be submitted to the Human Resources Department no later than the document deadlines above.  Please contact the local college or university to learn where this service can be obtained.

 

In addition to uploading attachments when applying online, candidates may submit documents in-person or by mail at Solano County Department of Human Resources 675 Texas Street, Suite 1800, Fairfield CA  94533, or by fax to (707) 784-6014.  When submitting documents in-person, by mail or by fax, include the recruitment title (e.g., Office Assistant II) and the recruitment number (e.g., 12-123456-01). Additionally, candidates may email required documents to the following email address: recruitment@solanocounty.com.

SPECIAL REQUIREMENTS

Possession of, or ability to obtain, a valid Class C California Drivers license is required.

SELECTION PLAN

1/31/14: Deadline to apply and submit required education verification

2/3/14: Tentative week to review minimum qualifications

2/17/14 - 2/21/14: Tentative examinations

BENEFITS

SALARY POLICIES - The starting salary is ordinarily the first rate shown on the front of the announcement.  Salary advancement is authorized after satisfactory completion of additional periods outlined in the employee’s memoranda of understanding or the County’s Personnel and Salary Resolution.  Longevity and bilingual, pay maybe available for some job classes. 

HOLIDAYS – Regular and limited-term employees receive 12 paid holidays per year.

ANNUAL/SICK LEAVE - Regular and limited-term full-time employees accrue vacation leave at the rate of 12 days per year.  After a certain period of continuous service, employees accrue vacation time at a higher rate as outlined in the employee’s memoranda of understanding or resolution. Regular and limited-term full time employees accumulate 12 sick leave days per year. Employees receive 80 hours of administrative leave per fiscal year.

RETIREMENT –  Employees who have never been a member of any public retirement system prior to January 1, 2013, or who have moved between retirement systems and were not subject to reciprocity, or who have moved between public employers within a public retirement system after a break in service that is greater than six months are eligible for a miscellaneous retirement plan of the 2% at age 62 benefit formula.  Employees entering membership in Solano County’s miscellaneous retirement plan on or after May 4, 2012 but before January 1, 2013, or who have moved between public employers within a public retirement system with a break in service that is less than six months are eligible for a 2% at age 60 benefit formula.  Employees entering membership in Solano County’s miscellaneous retirement plan prior to May 4, 2012 are eligible for a 2.7% at age 55 benefit formula. 

HEALTH BENEFITS - Employees and their dependents are eligible for vision and dental insurance with 100% of the cost paid by the County of Solano.  The County also participates in a cafeteria medical plan administered by PERS HealthCare (eligibility is dependent upon job class). 

OTHER BENEFITS – Employees may also elect to participate in deferred compensation, credit union, life insurance, and flexible spending plan.  All County employees are eligible to purchase auto and/or home owners, renter insurance from Liberty Mutual Insurance.  An Employee Assistance Program is also provided.

EXTRA-HELP - Extra-help employees do not receive or accrue benefits of regular employees during their period of employment.

SELECTION PROCESS

Based on the information provided in the application documents, the qualified applicants will be invited for further examination. All applicants meeting the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. Depending upon the number of applications received, the selection process may consist of an initial application screening, a mandatory information meeting, a written and/or practical exam, an oral interview, or any combination listed. Information contained herein does not constitute either an expressed or implied contract.

All potential new hires (including new contract employees) and employees considered for promotion to management, confidential positions or unrepresented will be subject to a background and reference check after contingent job offer is accepted.  These provisions are subject to change.

HOW TO APPLY

All additional application materials as requested in the job announcement (e.g. copies of diploma and/or transcripts, certificates, DD-214) must be submitted with a document cover sheet, available on the employment website or at the Department of Human Resources’ office,  and are due by the final filing date or, for open until filled or open and continuous recruitments, within five (5) working days from application submittal date.  Previously submitted application materials .e.g., copies of diploma and/or transcripts, etc.) for prior recruitments will not be applied for this recruitment but must be re-submitted for this recruitment.

Please visit the County of Solano website, www.jobsatsolanocounty.com, to apply.  Any further questions can be directed to the Department of Human Resources at (707) 784-6170 or at 675 Texas Street, Suite 1800 Fairfield 94533.  The office is open Monday-Friday, 8:00 a.m.-5:00 p.m.  Paper applications may be completed in person during office hours. EOE/AA

VETERANS PREFERENCE POINTS

Tobe eligible, applicant must have served at least 181 consecutive days of active duty in the Armed Forces of the United States and have received either an honorable discharge or a general discharge under honorable conditions.  A COPY OF THE DD 214, SHOWING DISCHARGE TYPE, MUST BE RECEIVED IN THE HUMAN RESOURCES DEPARTMENT BY THE FINAL FILING DATE.  Applicants who have a service connected disability must submit a recent award letter from the VA stating they are receiving disability benefits for service connected reasons.  Disability must be rated at least 10% to be eligible for disabled veteran's points. 

 

Veteran applicants for initial County employment with an honorable or general under conditions discharge shall receive five (5) points added to their combined grade.  Disabled veterans shall have 10 points added to their combined grade.  Veteran scores will only be added to passing scores. 

AMERICANS WITH DISABILITIES ACT

It is the policy of Solano County that all employment decisions and personnel policies will be applied equally to all County employees and applicants and be based upon the needs of County service, job related merit, and ability to perform the job.

APPLICANTS WITH DISABILITIES:  Qualified individuals with a disability, who are able to perform the essential functions of the job, with or without reasonable accommodation, and need special testing arrangements, must contact the Solano County Department of Human Resources at (707)784-6170, to obtain a Request for Testing Accommodation by Applicants with Disabilities Form.  This form must be received in the Human Resources Department by the final filing date of the recruitment.  Applicants will be contacted to discuss the specifics of the request.

CONDITIONS OF EMPLOYMENT

DIRECT DEPOSIT: All persons hired will be required to participate in the direct deposit program.

DRUG FREE WORKPLACE ACT – Depending on the applicant’s job class, prospective employees may be required to undergo a Urine Drug Test in accordance with the Solano County Alcohol and Drug Free Workplace Policy once a conditional offer of employment has been made. Solano County employees are subject to the provisions of the Drug Free Workplace Act of 1988 and the California Drug-Free Workplace Act of 1990.

RETIREES - Solano County invites all to apply for positions; however pursuant to Government Code Section 21221(h) and 21224, hiring restrictions may apply to California Public Sector Pension Plan Retirees. 

BACKGROUND PROCESS –The background process may include but not limited to conducting a reference check, completing a personal history statement, conducting a background interview, and live scan fingerprinting.  The County of Solano also utilizes e-Verify to verify employment eligibility.  Note:  A felony conviction will not necessarily disqualify an applicant from employment.    The County will consider the nature, date and relationship between the offense and the position for which you are applying.

MEDICAL EXAMINATION - Prior to appointment, candidates may be required to pass a medical examination.  Candidates are encouraged not to quit or give notice to present employers until the medical examination has been completed and passed.

APPOINTMENT - At the time of appointment, all candidates will be required to execute an oath of allegiance to the United States and the State of California and may be fingerprinted.  Candidates will also be required to offer proof that they are a lawfully admitted alien or U.S. citizen.

PROBATIONARY PERIOD - All new positions are required to successfully complete a minimum probationary period of 6 to 12 months, depending upon the job class.  A probationary period does not apply to "at will" positions.

DISASTER WORKERS - In accordance with Government Code Section 3100, County employees, in the event of a disaster are considered disaster workers and may be asked to respond accordingly.

EXTRA-HELP – An employee appointed to an extra-help position must meet all the requirements of the corresponding regular position.  Extra-help employees cannot work more than 999 hours in the fiscal year.  Extra-help employees are excluded from civil service and do not have rights to regular or continued employment. The provisions of this bulletin do not constitute an expressed or implied contract.  Any provision contained in this bulletin may be modified or revoked without notice.

"SOLANO COUNTY IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER"


 

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