General Description: Performs paraprofessional work and administrative duties required to conduct and ascertain efficient local, state, and federal elections held in Hanover County. Performs detailed and moderately technical administrative tasks including processing confidential voter records utilizing the State’s database management system and responds to detailed citizen inquiries by mail, phone, email, or in person.
Responsible for implementing and managing mandated testing and maintenance of technological infrastructure and voting equipment for the County in accordance with applicable state laws.
Performs duties in a non-partisan manner and maintains the integrity of voter registration and election information and promotes a public image of professionalism in the office. Considerable independence of judgement and action is inherent at this level. Work is performed independently with minimal direction and reports to the Director and Deputy Director of Elections.
Organization: The Deputy Registrar III reports to the Chief Deputy Director/Registrar.
Essential Functions: (These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
- Conducts all Logic and Accuracy testing on voting equipment with strict ballot counting protocols required by the Commonwealth of Virginia.
- Performs and documents ongoing maintenance and troubleshooting on all voting equipment that adheres to state requirements.
- Supervises the operations and temporary staff at the Early Voting Center. Performs the daily setup and shut down duties during the 45-day Early Voting process at the Satellite Office.
- Assists the Deputy Director and Electoral Board with post-election canvas meeting.
- Assists Director of Elections and staff in yearly audits and recounts.
- Designs templates within our locality’s state approved software to create individual pollbooks for all 45 days of early voting and Election Day.
- Administers federal, state and local election laws and procedures to provide a successful voting experience.
- Collaborates with Director and Deputy Director of Elections on problem solving and formulating strategic and operational objectives that improve management systems, processes and best practices.
- Maintains Officer of Elections Oaths and records utilizing EasyVote Pollworker software.
- Coordinates hiring, training and scheduling of Officers of Election for Early Voting Center and on Election Day.
- Assists Deputy Chief/Register with financial data entry and records management.
- Manages inventory control and equipment tracking procedures on all voting equipment.
- Maintains stringent security practices for election equipment warehouse.
- Conducts training prior to Election Day for all Voting Machine Election Officials. Assist Director of Elections with training for other Election Officials as needed. Assists Election Operations Manager with recruiting Election Officials as needed.
- Prepares all precinct cages with all necessary equipment and supplies for Election Day operations.
- Coordinates a team to conduct Election Day ballot packing procedures for all precincts.
- Researches the validity of voter registration applications and change of address/transfer requests. Processes the cancelation of felon and death matches. Scan these documents into voter’s registration history. Research sometimes requires use of the AS400/DMV database.
- Assists Director and Deputy Director of Elections with administrative duties:
- Verify the validity of candidate petitions
- Proofread emails, certified letters, reports, training material, media releases etc.
- Election Day paperwork preparation
- Ballot proofing
- Forwards registration/absentee applications to other localities within the Commonwealth; forward excel file to vendor for voter correspondence mail out.
- Processes absentee ballot applications; assist Deputy Director of Election in packaging and mailing ballots for Elections.
- Performs installation, configuration, maintenance, troubleshooting and other support on office technology.
- Serves as our Department’s ADA Compliance Officer.
- Responds to voter, lawyer, or candidate procedural inquiries or complaints by email, phone, or in person. Provides statistical data as requested. Troubleshoots and resolves difficult problems arising from voter registration, early voting or Election Day.
- Attends association and professional meetings to enhance and maintain knowledge of trends and developments throughout the election field.
- Provides public education and community outreach on voter registration and election laws and procedures.
- Responds to satellite office and polling sites to resolve technical and administrative issues with voting equipment, election staff and voters during early voting and Election Day.
- Loads and unloads deliveries utilizing office equipment to sort and prepare large mail batches for distribution.
- Obtains and maintains professional relationships with vendors.
- Assist other staff members as needed.
- Performs other related duties as required.
Working Conditions:
A. Hazards
· None Known
B. Environment
· Office -- Primary
· Field – Only as needed (overnights)
C. Physical Effort
· Occasional
· Lifting of objects between 30 and 50 pounds, occasionally, such as binders
and election materials, and especially during election time.
· Requires long periods of standing
· Requires working beyond scheduled hours, some long days, and must
work some weekends
· Must provide own transportation to work sites.
D. Non-exempt
Knowledge, Skills and Abilities:
- Knowledge of the laws governing voter registration and the conduct of elections and the State’s required procedures in the maintenance of voter lists and other records.
- Knowledge of the geography of the County, location of precincts and ability to provide constituents with directions to polling locations.
- Knowledge of the organization of the department, and of related departments and agencies.
- Knowledge and understanding of any occupational hazards and adheres to any safety precautions inherent in performing the essential functions of the work.
- Knowledge of terminology and related professional languages used within the department as such pertains to work responsibilities.
- Skill in English, grammar and spelling; proofreading and public speaking. Must have excellent written and oral communication skills.
- Ability to establish and maintain effective relationships with the public and other state and County offices, as well as any external entities with whom position interacts.
- Ability to become proficient with all software used for different voting equipment.
- Ability to use office equipment and demonstrate voting equipment to constituents and new election officials.
- Ability to navigate through the AS400 and DMV databases for voter research.
- Ability to multitask and work in a highly stressful environment is required.
- Ability to operate standard office equipment such as printer, scanner, copier, calculator, fax machine and multi-line phone system.
- Ability to work early mornings, late evenings, weekends and holidays when necessary.
- Ability to exercise sound judgment and discretion in handling confidential records.
- Ability to handle public scrutiny in stressful situations.
- Ability to assist in the coordination of department activities. Ability to assist in the training of new staff members or temporary staff.
- Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
- Ability to read tax returns, forms, reports, manuals, books, etc. Ability to prepare correspondence, reports, forms, etc., using proper format.
- Ability to apply commonsense understanding to carry out detailed but uninvolved written or oral instructions; to deal with problems involving a few concrete variables in or from standardized situations.
- Ability to exercise independent judgement in everyday as well as emergency situations.
- Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to understand government accounting terminology.
- Ability to communicate respectfully and professionally.
- Ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; and to determine percentages and decimals
Education, Experience and Training: High School Diploma or equivalent; associates degree preferred, with four (4) years of professional administrative/clerical work experience. Computer proficiency (MS Office preferred) and customer service experience required and must have the ability to type 50 words per minute. General knowledge of Federal, State and County election laws (training provided).
Must attend regional and state mandated annual training. Ongoing, job-specific training as provided either by region or state, during the calendar year.
Special Conditions:
- Serves at the will of the General Registrar for Hanover County
- Must obtain Virginia Registered Election Officials certification.
- Shall be a qualified voter of the Commonwealth
- Criminal Records Check, including fingerprinting
- Work beyond normal work schedule
- Must be able to obtain a notary commission.
- Valid Commonwealth of Virginia Driver’s License
- Twelve-month probationary period
Revision Date: September 2022
