Election Board Co-Coordinator - Republican at Tippecanoe County Government

Lafayette, Indiana, United States -

Full Time

Start Date

Immediate

Expiry Date

31 Dec, 25

Salary

0.0

Posted On

02 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Voter Registration, Election Procedures, Data Management, Public Speaking, Supervision, Budget Management, Record Keeping, Communication, Problem Solving, GIS Systems, Microsoft Office, Election Laws, Training Development, Ballot Processing, Confidentiality, Customer Service

Industry

Government Administration

Description

Description To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Tippecanoe County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential requirements of the job, unless the accommodation would present an undue hardship. Incumbent serves as an appointed Republican Co-Coordinator for the Board of Elections and Registration (Board) working as a team with another employee of the opposite major political party, responsible for registering voters, maintaining precincts, assisting with election duties, maintaining records, assisting candidates with filing for office, supervising assigned staff, and assisting the public. DUTIES: Enters and maintains voter registration data gathered from various sources, handles voter registration applications, including the processing and dispatch of voter registration cards. Updates voter lists within the State Voter Registration System (SVRS), facilitates the transfer of registered voters, validates voters' precinct assignments, amends precinct documents, communicates changes in voting status to voters, and duplicates and upholds documents while ensuring adherence to standard operating procedures. Manages the Department of Health and Department of Corrections lists received via SVRS, cancelling incarcerated voters, rejecting unqualified applications, and cancelling deceased voters from computer records. Establishes and sustains a filing system for documents and reports, in accordance with the State’s Retention Schedule and County’s Commission of Public Record guidelines. Assists, tests, and prepares for both Early Voting and Election Day by organizing documents, ballots, Vote Center kits, transporting, arranging, and dismantling equipment, e-pollbooks, as well as managing the preparation and handling of absentee ballots. Proofreads ballots, assists in the official ballot count, participates in post-election audits, and assists in generating electronic reports associated with job responsibilities and departmental output measures. Provides assistance and information on Election Day, assisting and addressing inquiries from poll workers, voters, and media personnel. Monitors the performance of voting software and equipment, addressing any issues and creating Election Issue Reports as required. Processes, verifies, and certifies city, county, district, state and federal candidate petitions. Plans, manages, and sets-up vote centers, ensuring they are ADA compliant. Schedules delivery and pickup of voting machines. Responsible for the publications and postings of required legal notices. Aids the Board in supervising part-time staff and interns, which involves offering hiring recommendations, developing training materials, devising work schedules, conducting training sessions, providing guidance for improvement when necessary, assessing performance, and ensuring disciplinary measures are upheld. Collects and processes candidate fillings and other submissions from political committees, verifying the provision of correct forms/documents, completion of necessary forms, and adherence to policies and procedures. Certifies signatures, validates that signatories are registered voters within the County, and reports to the Board when reports are not submitted within state-mandated deadlines. Collects and deposits fines in accordance with Indiana Statute and County policies and provides payment receipts upon issuance. Provides Voter Registration database, walking lists, and other public record information when requested. Researches and responds to questions regarding state voter registration, election laws, public record requests, queries from news media, and various other requests. Collaborates with Area Plan Commission and Indiana Election Division on precinct population and boundaries, establishing new precincts and districts as needed. Coordinates with county GIS Department on mapping and addressing, adding new streets/address points to the state management system. Mails registration forms, verifying absentee voters for proper registration, mailing absentee voter applications as requested, and researching cards returned by postal service to determine why. Processes requests for and mails ballots to absentee voters, including military and overseas voters. Receives, tallies, and audits mail-in ballots, verifying voter signatures. Inventories and ensures bi-partisan oversight of sensitive election resources, such as the Elections Server, voting machines, memory cards, and blank/voted ballots. Upholds strict confidentiality of user security credentials (passwords, pins, codes, keys) to safeguard the security of all election equipment, files, and software. Supervises and administers the security protocols for election records, ballot boxes, voting equipment, and other materials involved in the election procedure. Manages the Absentee Traveling Board to fulfill Traveling Board application requests. Oversees and conducts In-Office Absentee Voting, generates end-of-day audit reports, and ensures the maintenance of necessary records in accordance with requirements. Manages payroll preparation and processing, which involves reviewing timecards, confirming worked hours, typing, copying, and submitting claims or vouchers as required. Manages inventory of office supplies and purchases or orders items as needed. Greets visitors and answers telephone, determining nature of call, providing information and assistance, taking messages, and/or directing caller to appropriate individual or department. Assists the Board in creating the annual department budget and oversees the budget’s management after approval. Develops and distributes election and voter registration-related statistics. Develops promotional materials for upcoming elections, maintains the Department website, prepares instructional training materials for voters and election workers, and delivers presentations on the election process and voter registration as requested. Attends Board meetings, and prepares minutes as assigned. Performs related duties and duties in other departments as assigned by Board. Requirements I. JOB REQUIREMENTS AND DIFFICULTY OF WORK High school diploma or GED. Some extended education preferred. Ability to meet all hiring and retention requirements, including passage of a background check. Must pass state required proficiency test. Ability to obtain and maintain Notary Public. Must be registered voter of Tippecanoe County. Working knowledge of standard policies and practices of election procedures, documents, equipment/machines with ability to effectively respond to inquiries and apply appropriate procedures accordingly. Working knowledge of voter registration and Indiana voting laws and regulations, and Indiana Code pertaining to Elections and Voter Registration with ability to effectively explain factual information to co-workers, media, and the general public. Working knowledge of County precincts, voter centers, wards, and townships and ability to read County maps and use GIS systems. Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare and edit reports, news releases, and forms as required. Working knowledge of Microsoft Outlook, Excel, Word, Publisher, Access, and photo editing programs. Working knowledge of standard office procedures, election preparedness procedures and electronic hardware and software applications including, but not limited to SVRS and electronic poll book, with ability to apply such knowledge to a variety of interrelated processes, tasks, and operations. Working knowledge of basic bookkeeping principles and ability to perform arithmetic calculations, prepare department budgets, and maintain accurate, current records. Knowledge of basic filing systems and ability to create and maintain accurate and complete office files and records. Knowledge of Indiana Code pertaining to Elections and Voter Registration. Ability to assist in supervising and directing assigned personnel, including making hiring recommendations, preparing training materials, planning and creating work assignments, providing training and corrective instructions, evaluating performance, and maintaining discipline. Ability to type with speed and accuracy, and operate standard office equipment, including computer, tablet, calculator, copier, fax machines, telephone, electronic voting machine, and e-pollbook. Ability to effectively communicate orally and in writing with co-workers, other County personnel, elected officials and candidates, Secretary of State office, Bureau of Motor Vehicles, state Election Division, other State offices and agencies, media personnel, Registration Clerks from other municipalities, and the public including being sensitive to professional ethics, gender, cultural diversities, and disabilities. Ability to provide public access to, or maintain confidentiality of, department information and records according to state requirements. Ability to comply with all county and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to understand, memorize, retain, and carry out oral written instructions and present findings in oral or written form. Ability to research and reference State Elections Code Book Candidate Guide, election Calendar, and Campaign Finance Manual. Ability to compare or observe similarities and differences in data, compile, collate, or classify data, and coordinate, place, make determinations, and/or take action based on data analysis. Ability to work alone with minimum supervision and with others in a team environment, work on several tasks at the same time, and work rapidly for long periods often amidst distraction and interruptions. Ability to read and interpret detailed prints, sketches, layouts, specifications, and maps. Ability to plan and present public speaking presentations and special events. Ability to ensure the distribution and set-up of electronic voting machines to designated vote centers and ensure ADA compliance. Ability to explain and/or demonstrate voting process to Election Day officials and the public. Ability to troubleshoot and replace electronic voting machine problems, using various hand tools and equipment. Ability to physically perform the duties and to work in the environmental conditions required. Ability to occasionally work extended, weekend, and/or evening hours, during elections, and travel out of town for training/conferences, sometimes overnight. Possession of Indiana driver’s license and demonstrated safe driving record. II. RESPONSIBILITY Incumbent performs duties with a flexible customary routine, with work priorities primarily determined by seasonal deadlines, and service needs of the public. Assignments are guided by definite objectives using a variety of methods or procedures according to standard Department policies and procedures. Incumbent receives indirect or occasional supervision, and periodically, decisions are made in the absence of specific policies, and/or guidance from supervisor. Errors in work are primarily detected or prevented through prior instructions from supervisor and supervisory review. Undetected errors could result in inconvenience to other agencies or the public, and embarrassment to Department/County. III. PERSONAL WORK RELATIONSHIPS Incumbent maintains contact with co-workers, other County personnel, elected officials and candidates, Secretary of State office, Bureau of Motor Vehicles, state Election Division, other State offices and agencies, media personnel, Registration Clerks from other municipalities, and the public for the purpose of exchanging and explaining information. Incumbent reports directly to Board of Elections and Registration. IV. PHYSICAL EFFORT AND WORK ENVIRONMENT Incumbent routinely performs duties in a standard office environment involving sitting for long periods and lifting/carrying objects weighing less than 50 pounds, bending at waist, crouching, and close vision. Incumbent periodically works extended, evening and/or weekend hours and travels out of town for meetings, sometimes overnight. During the election season, the incumbent will transport and handle heavy equipment to multiple locations across the county. This role may involve responding to urgent situations, potentially requiring the repair or replacement of malfunctioning equipment, particularly during high-pressure scenarios. V. OTHER The Co-Coordinator position is a political appointive position of the Board of Elections and Registration (Board). Specific job duties and job requirements are established at the discretion of the Board. A person appointed to the Co-Coordinator position serves at the pleasure of the Board, works exclusively for the Board, and may be terminated by the Board at any time.

Responsibilities

The Election Board Co-Coordinator is responsible for registering voters, maintaining precincts, assisting with election duties, and supervising assigned staff. This role involves managing voter registration data, preparing for elections, and providing assistance to the public and candidates.