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Election and Voter Registration Clerk (#MAAE01)
$24,346.00 Yearly Min / $30,433.00 Yearly Mid / $36,520.00 Yearly Max


Election and Voter Registration Supervisor (#MAAE02)
$27,870.00 Yearly Min / $34,838.00 Yearly Mid / $41,806.00 Yearly Max


Election Office Manager (#MAAE03)
$39,093.00 Yearly Min / $48,866.00 Yearly Mid / $58,639.00 Yearly Max




Description of Occupational Work

This class series uses three levels in the Administrative Services occupational group, Administrative Support occupational series and describes clerical and administrative work done in support of federal, state and municipal elections and registering voters.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

  • Applies agency laws, rules, regulations, policies and procedures in processing and maintaining election and voter registration information.
      
  • Registers state residents to vote to include verifying proof of residency and entering election and voter registration information in database.
       
  • Arranges for polling locations, coordinates the appointment, training and assignment of election and registration officers and state agency staff, and mobile registration activities and schedules.
        
  • Gathers and compiles information from various sources to provide voters, the public, candidates and political party representatives with informational materials about election and voter registration processes.
      
  • Answers questions and provides information to the public, candidates and political party representatives regarding election laws, rules and regulations, registration requirements and campaign filing requirements.
       
  • Tracks, monitors and conducts follow up to ensure effective resolution.
       
  • Prepares reports and maintains records on election and voter registration activities.

Levels of Work

Election and Voter Registration Clerk 

This level is responsible for office clerical work organizing and coordinating election activities or verifying information relating to the registration and election process in the Department of Elections for each County or the State Commissioner of Elections Office.

  • Performs full range of essential functions.
  • In the Commissioner of Elections Office, reviews voter registration documents and campaign finance reports for completeness and accuracy. Notifies County Departments of inaccurate or incomplete documents.
  • Accepts payments and issues receipts for election materials, makes bank deposits and maintains records of monies received.
  • Completes, mails, and tracks return of signed polling place contracts.
  • Follows up on returned contracts by contacting polling place owners/managers.
  • Oversees the work of seasonal employees. 

Election and Voter Registration Supervisor

This is the lead level responsible for assisting with the coordination and review of subordinate clerical work in the registration of voters; or assisting with the planning, conducting and supervision of volunteer election officers and election polling places.

  • Reports to a technical supervisor.
  • Ensures efficient use of staff time. Hires and supervises election officers.
  • Participates in the acquisition, evaluation and assignment of polling places; ensures candidate nomination petitions are in compliance with the laws, rules and regulations; ensures polling places are convenient, readily accessible and properly prepared and voters are assigned to the correct voting district; participates in planning and updating the timeline for conducting elections, preparing correct ballots and memory cartridges and related activities; ensures documents and data required for canvasses and post election analysis are avaialble.  

Election Office Manager 

This level is responsible for managing the operations of an Election Office including the overall election process and providing a variety of administrative support services such as budget, accounting, payroll, fiscal control, human resources, and procurement.

  • Reports to the Administrative Director.
  • Supervision is exercised over at least two or more merit full time positions per the Merit Rules. The elements of supervision include planning, assigning, reviewing, evaluating, coaching, training, recommending hire/fire and discipline.
  • Manages , directly and through subordinate lead personnel, the support staff and casual/seasonals.
  • Prepares and proposes budget with justification to supervisor.
  • Maintains and reconciles agency financial accounts and records, prepares documents such as purchase orders, payment vouchers, cash receipts and countersigns, and prepares financial reports.
  • Supervises the overall election process for primary and general elections including school board and school referenda.
  • Analyzes and makes recommendations regarding operations practices and procedures to include personnel, workflow, record keeping, equipment and supply utilization to ensure smooth and efficient office operation and implements new and revised procedures.
  • Reviews new and proposed legislation to determine the impact on the agency’s operations, makes recommendations, and implements changes.
  • Provides payroll and human resources services by preparing and processing documents, records maintenance, and providing guidance and direction regarding rules, regulations, policies and procedures.
  • Provides other support services such as fleet management, equipment maintenance and repair, forms/records management, facilities management, inventory, contracting and purchasing.
  • Works with information technology personnel to ensure the agency’s information systems needs are met.
  • Represents superiors before groups, committees, employees, and the general public.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

  • Knowledge of applicable municipal, state, and federal election laws, rules and regulations.
  • Knowledge of Delaware geography and geopolitical boundaries.
  • Knowledge of accessibility standards as they relate to polling places.
  • Knowledge of basic mathematical computations.
  • Ability to enter information into computerized data base.
  • Ability to review election and voter registration documents to ensure compliance with applicable requirements.
  • Ability to maintain records and prepare reports reflecting election and voter registration information.
  • Ability to coordinate multiple activities within limited time parameters.
  • Ability to communicate effectively both orally and in writing with business, community and civic leaders, the public, political party representatives and co-workers.
  • Ability to oversee the work of seasonal employees.
  • Ability to instruct others on voter registration procedures.  

In addition to the above knowledge, skills and abilities, the Election and Voter Registration Supervisor requires :

  • Knowledge of Department goals and objectives.
  • Skill in analyzing and coordinating variable volumes of work.
  • Skill in interpreting and applying complex election laws, rules and regulations.
  • Ability to manage projects and adapt work to meet demands of changing situations.
  • Ability to maintain effective working relationships with peers, superiors and the public sector.
  • Ability to inspire team effort.
  • Ability to train subordinates.
  • Ability to use computerized databases.  

In addition to the above knowledge, skills and abilities, the Election Office Manager requires :

  • Knowledge of budget management and control.
  • Knowledge of accounting.
  • Knowledge of various support services such as payroll, human resources, fleet management, equipment maintenance and repair, forms/records management, facilities management, inventory, contracting and purchasing.
  • Knowledge of financial analysis.
  • Knowledge of the structure of state government and the political process.
  • Knowledge of policies and procedures regarding time deadlines for various activities associated with the election process.
  • Skill in staff supervision.
  • Skill in office management.
  • Skill in managing work through others to achieve agency goals and objectives.
  • Skill in handling problems tactfully and thoroughly.
  • Skill in compilation and analysis of information.
  • Ability to identify needs and recommend changes.

Job Requirements

JOB REQUIREMENTS for Election Office Manager
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  1. Six months experience in office management which includes managing, directing and coordinating office operations to ensure efficient operation of the office and analyze and recommend improvements in work flow and office procedures.
  2. Six months experience in accounting support which includes performing financial transactions such as classifying, computing, verifying, recording/posting, reconciling, audit/examination, summarizing financial data, and compiling reports.  
  3. Six months experience in interpreting laws, rules, regulations, standards, policies and procedures.
  4. Six months experience in staff supervision of two or more employees which includes to plan, assign, review, discipline, recommend hire, promotion, termination and administer performance plans and reviews.
  5. Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.  
  6. Knowledge of budget development which includes analyzing financial data and making long and short range plans and projections.

CLASS:
MAAE01
EST:
7/1/2001
REV:
1/1/1900
FORMERLY JOB CLASS:
12592

CLASS:
MAAE02
EST:
7/1/1987
REV:
1/1/1900
FORMERLY JOB CLASS:
12651

CLASS:
MAAE03
EST:
7/1/1987
REV:
1/1/1900
FORMERLY JOB CLASS:
12652