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Elections Technician Supervisor

Recruitment #1218-RO4720-01

Introduction

The San Joaquin County Registrar of Voter's Office is looking to fill two vital Elections Technician Supervisor positions within the department and to create an eligible list which may be used to fill future vacancies.

There are three areas the Elections Technician Supervisor may be assigned:  Precinct Operations, Voter Registration and Candidate Filing & Campaign Services: 

Precinct Operations Supervisor:  This assignment will oversee precinct supplies and logistics, election officers, polling places and Election Day field operations. This assignment is responsible for:

  • Supervise, train, and evaluate permanent employees in the Elections Technician classification;
  • Supervise staff who prepare and coordinate distribution and delivery of polling place materials;  
  • Hire, train, evaluate and retain seasonal clerical employees and trainers for poll worker classes;  )
  • Determine, assign, and coordinate election officer training schedules;  
  • Recruit, assign, evaluate and retain election officers and other election workers, which includes but is not limited to, outreach, public speaking, and supervising the election officer payroll process;  
  • Prepare for and supervise Election Day field operations;  
  • Evaluate, survey and select polling places and vote centers in compliance with accessibility and usability requirements;  
  • Oversee collaboration among management, staff, and consultants to develop training curriculum as necessary;  
  • Purchase, create and update election officer training materials and precinct supplies;  
  • Prepare and provide layout guides for election officers to follow when setting up each polling place on Election Day;  
  • Conduct post-election activities involving roster reconciliation;  
  • Prepare statistical reports and provide analysis;
  • Update precinct operations-related webpages and procedures

Voter Registration/Services: This assignment oversees all aspects of the voter registration and voter services. This assignment is responsible for:

  • Processing new and updated voter registration records through paper registration, California’s online registration (COVR), DMV, and other sources;
  • Processing conditional voter registration and provisional voting;
  • Maintaining the voter records of confidential voters and voters in the military or living overseas;
  • Cancelling active voters from court records, vital statistics, the Statewide Voter Registration Database (VoteCal) and other sources;
  • Producing Reports of Registration as provided by California Elections Code;
  • Producing the Election Day voter rosters for use at polling places;
  • Staffing and administration of voting Vote Centers;
  • Staffing and administration of the phone bank and public call center
  • Various activities related to the post-election canvass;
  • Acceptance and processing state and local petitions;
  • Creating voter data reports and files for the public, government agencies and for internal use;
  • Maintaining and administering the official list of streets, precincts and districts in the voter database from records from the Assessor’s Office, County Geographic Information Systems (ArcGIS), and official documents from governmental agencies;
  • Organizing, preparing for and conducting County voter registration workshops and Federally required trainings for local agencies;
  • Monitoring and maintaining official memoranda and election-related material from the California Secretary of State;
  • Keeping current with and implementing laws and procedures related to voter registration and petition management;
  • Supervising, training, and evaluating permanent employees in the Elections Technician and Elections Specialist classifications;
  • Hiring, training, evaluating and retaining seasonal clerical employees for voter registration and customer service;
  • Preparing statistical reports and providing analysis;
  • Preparing memoranda, letters and reports;
  • Updating subject matter-related webpages, including but not limited to, voter registration reports;
  • Writing, updating and organizing subject matter-procedures.

Candidate Filing & Campaign Services:  During election cycles, this assignment oversees the candidate filing process, including submissions of measures; proofreading and auditing of official ballots; layout, proofreading, production and mailing of the Sample Ballot & Voter Information Pamphlet; and certification of the election. During and between election cycles, this assignment oversees campaign finance disclosure processes, submission of letters and resolutions to the County Board of Supervisors, working with other governing boards, including landowner and reclamation districts, and other duties related to candidate and campaign services. This assignment is responsible for:

  • Manage relationships with vendors and monitor contracts related to the Sample Ballot & Voter Information Pamphlet, translators, and campaign finance disclosures;
  • Maintain the official list of districts, offices, incumbents and candidates electronically and as hard copy in official folders for present and historical purposes;
  • Update and facilitate submission of legal documents related to candidate filing, including but not limited to, resolutions, declarations of candidacy and nomination petitions;
  • Facilitate submission of materials related to measures, including but not limited to, resolutions, measure text, measure questions, impartial analyses, arguments and rebuttals;
  • Conduct the randomized alphabet drawing and drawing of measure letters in accordance with California Elections Code;
  • Manage layout, proofreading, production, and timely mailing of the Sample Ballot & Voter Information Pamphlet;
  • Manage, proofread, and submit resolutions for appointments of candidates in lieu of election;
  • Prepare and finalize material to be submitted to the Clerk of the Board of Supervisors;
  • Update and monitor the candidate and campaign services project calendar;
  • Post legal notices in local newspapers and on appropriate County public notice bulletin boards;
  • Prepare guides for candidates, city clerks and districts prior to each election;
  • Organize, prepare for and conduct candidate workshops and city clerk meetings;
  • Organize and conduct retirement board elections;
  • Accept and process resolutions, initiatives, and referenda from cities, school and special districts;
  • Monitor and maintain official memoranda and election-related material from the California Secretary of State; Keep current with and implement laws and procedures related to the California Fair Political Practices Commission and campaign finance disclosures;
  • Keep current with and implement laws and procedures affecting city, school districts, special districts, candidates and campaigns related to elections;
  • Supervise, train, and evaluate permanent employees in the Elections Technician classification; ·         Hire, train evaluate and retain seasonal clerical employees for candidate filing support; Prepare for and supervise Election Day and canvass activities related to ballot inventory; Prepare statistical reports and provide analysis;
  • Prepare memoranda, letters and reports;
  • Update subject matter-related webpages, including but not limited to, daily updates of rosters of candidates and measures;
  • Write or update subject matter-procedures.

Resumes will not be accepted in lieu of an application. A completed application packet must be postmarked or received online by the final filing deadline.

NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail.

 

TYPICAL DUTIES

  • Plans, organizes, directs and supervises the work of subordinate staff; assesses workloads and establishes priorities; selects, assigns, trains and evaluates staff; makes recommendations on disciplinary matters; monitors the flow and quality of work; assures timely completion of work to meet deadlines as required by federal and state laws, codes and regulations.
  • Oversees the processing of voter registration documents, the layout of ballots, the verification of signatures on candidate nomination petitions, the processing of absentee voter applications and ballots, the maintenance and updating of voter registration files, the development and maintenance of district and precinct maps, and/or the processing and verification of various other elections related documents; ensures compliance with all regulatory requirements.
  • Responds to routine and complex inquires from staff, candidates, representatives of candidates, office holders, voters, election officials, and the general public regarding candidate filing requirements, financial disclosures, voting regulations, district and precinct boundaries, and other information related to the election process; responds to and resolves citizen complaints.
  • Researches and applies election laws, regulations, codes and guidelines as they apply to the assignment; maintains knowledge of and implements new and existing departmental policies, procedures, and applicable laws, regulations and guidelines; recommends changes to departmental policies and procedures.
  • Selects and arranges for the use of polling places; evaluates sites for accessibility in compliance with federal and state guidelines and other related laws and regulations.
  • Oversees, coordinates and participates in the receiving, distribution, recovery, repair, and storage of election materials and equipment; maintains inventory of supplies and equipment; ensures that polling places are provided necessary elections materials and equipment; assures that staff are properly trained on the use of materials and equipment.
  • Coordinates and participates in election outreach; develops trainings and course materials for use in outreach programs.
  • May collect and analyze data; performs research as it relates to the assignment; prepares a variety of reports, correspondence, forms and other written communication and ensures accuracy; prepares and reviews statistical summaries of unit activity.
  • MINIMUM QUALIFICATIONS

    Either PATTERN I

    Experience: Two years of work experience in a California Elections Office at a level equal to or higher than Elections Technician in San Joaquin County service. 


    Or PATTERN II

    Experience: Four years of responsible general clerical or office technical work, two years of which must have been in an Elections Office functioning at the journey level.

     

    Substitutions: One year of business training in an approved vocational training program may substitute for one year of the above-required general clerical or office technical experience; OR b) Completion of 30 semester/45 quarter units at an accredited college or university may substitute for one year of the above-required general clerical or office technical experience; OR c) Completion of 60 semester/90 quarter units at an accredited college or university may substitute for two years of the above-required general clerical or office technical experience.  


    AND FOR BOTH PATTERNS

    License: Possession of a valid California driver’s license.

     

    Special Requirement: Most positions require the ability to use computers and/or word processing equipment.  If required by the nature of the position, demonstrated general or software-specific computer proficiency may be required prior to appointment.

    KNOWLEDGE

    Provisions of federal and state registration-elections law, codes, procedures and regulations; highly advanced office practices and procedures; advanced principles and practices of prioritizing, planning and organizing work; advanced clerical methods of researching, gathering, organizing and reporting data; standard analytical principles and processes; personal computer systems and general office computer software; public relations techniques; advanced filing and record keeping systems; complex correspondence and report formats; principals and techniques of supervision and training; basic principles of staff planning and utilization.

    ABILITY

    Research, interpret, and apply basic provisions of various federal and state codes and regulations relating to the administration of elections and registration of voters; perform quasi-administrative/analytical work related to various specialized office activities; review and compare documents for completeness and accuracy; evaluate and establish priorities; gather, organize, input and maintain complex information, including program-specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain cooperative working relationships with others, even in difficult situations; communicate effectively with others, both orally and in writing; perform advanced arithmetical operations; supervise others.

    PHYSICAL/MENTAL REQUIREMENTS

    Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing, driving; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental-Occasional exposure to varied weather conditions.

    BENEFITS

    Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021

    Health Insurance:  San Joaquin County provides employees with a choice of three health plans:  a Kaiser Plan, a Select Plan, and a Premier Plan.  Employees pay a portion of the cost of the premium. Dependent coverage is also available. 

    Dental Insurance:  The County provides employees with a choice of two dental plans:  Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan.  There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense.

    Vision Insurance:  The County provides vision coverage through Vision Service Plan (VSP).  There is no cost for employee only coverage; dependent coverage is available at the employee’s expense.

    For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. 

    Life Insurance:  The County provides eligible employees with life insurance coverage as follows: 

     1 but less than 3 years of continuous service:                   $1,000
     3 but less than 5 years of continuous service:                   $3,000
     5 but less than 10 years of continuous service:                 $5,000
    10 years of continuous service or more:                           $10,000
     

    Employee may purchase additional term life insurance at the group rate.

    125 Flexible Benefits Plan:  This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). 

    Retirement Plan:  Employees of the County are covered by the County Retirement Law of 1937.  Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information.  NOTE:  If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance.

    Deferred Compensation:  The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $18,000 or 100% of your includible compensation, whichever is less.  Individuals age 50 or older may contribute to their plan, up to $24,000. The Roth IRA (after tax) is also now available.

    Vacation:  Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years.

    Holidays Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year.  Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time.

    Sick Leave:  12 working days of sick leave annually with unlimited accumulation.  Sick leave incentive:  An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue.  The employee must also be on payroll during the entire calendar year.

    Bereavement Leave3 days of paid leave for the death of an immediate family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child.

    Merit Salary Increase:  New employees will receive the starting salary, which is the first step of the salary range.  After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step.

    Job Sharing:  Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources.

    Educational Reimbursement Program:  Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year.  Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year.

    Parking Supplemental Downtown Stockton:  The County contributes up to $17 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area.

    School Activities:  Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities.

    Selection Procedures

    Applicants who meet the minimum qualifications will go through the following examination process:

    • Written Exam: The civil service written exam is a multiple choice format.  If the written exam is administered alone, it will be 100% of the overall score.  Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list.
       
    • Oral Exam:   The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise.   The oral exam selection process is not a hiring interview.   A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list.  Top candidates from the eligible list are referred for hiring interviews.  If the oral exam is administered alone, it will be 100% of the overall score.  Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. 
       
    • Written & Oral Exam:  If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement.  Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list.
       
    • Rate-out:  A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. 

     Note:  The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points.

    Testing Accommodation:  Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date.   

    Veteran’s Points:  Eligible veterans, unmarried widows and widowers of veterans of the United States Armed Forces who have been honorably discharged and who have served during wartime shall be given veteran’s points in initial appointment to County service.  Eligible veterans receive 5 points and eligible disabled veterans receive 10 points. Disabled veterans must submit a recent award letter stating a 10% service connected disability issued by the United States Veterans Administration.  Note:  A copy of your DD214 showing the discharge type must be received in the Human Resources by the date of the examination.

    Acceptable wartime service dates:

    • September 16, 1940 to December 31, 1946

    • June 27, 1950 to January 31, 1955

    • August 5, 1964 to May 7, 1975

    • Persian Gulf War, August 2, 1990, through a date to be set by law or Presidential Proclamation.

    Eligible Lists:   Candidates who pass the examination will be placed on an eligible list for that classification.  Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a period which shall not exceed a total of three years from the date established.

    Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods.

    • Rule of the Rank: The top rank or ranks of eligibles will be referred for hiring interviews.  The minimum number of names to be referred will be equal to the number of positions plus nine, or 10% of the eligible list, whichever is higher.  When filling nine or more positions in a department at the same time, the top rank or ranks will be referred and the minimum number of names shall be two times the number of positions to be filled or 10% of the eligible list, whichever is higher. This applies only to open competitive recruitments.
    • Rule of Five:  The top five names will be referred for hiring interviews.  This applies only to department or countywide promotional examination.

    Physical Exam:  Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities.

    Pre-Employment Drug Screening Exam:  Some classifications require a new employee successfully pass a pre-employment drug screen as a condition of employment.  Final appointment cannot be made until the eligible has passed the drug screen.  The County pays for the initial drug screen.

    Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when;

    • They are related to the Appointing Authority or

    • The employment would result in one of them supervising the work of the other.

    Department Head may establish additional limitations on the hiring of relatives by departmental rule.

    Proof of Eligibility:  If you are offered a job you will be required to provide proof of U.S. citizenship or other documents that establish your eligibility to be employed in the U.S.

     

    HOW TO APPLY

    Apply Online:       

    www.sjgov.org/department/hr

    By mail or in person:  

    San Joaquin County Human Resources

    44 N. San Joaquin Street Suite 330

    Stockton, Ca 95202                                  

     

    Office hours:               
    Monday – Friday 8:00 am to 5:00 pm; excluding holidays.

    Phone:  (209) 468-3370 

     

    Job Line:

    For current employment opportunities please call our 24-hour job line at (209) 468-3377. 

    When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. (The County assumes no responsibility for mailed applications which are not received by the Human Resources Division).  

    San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees.

    Equal Opportunity Employer:  San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation.  For more information go to
    www.sjgov.org/department/hr/eeo.



    Click on a link below to apply for this position:

    Fill out the Supplemental Questionnaire and Application NOW using the Internet.
    View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
    View and print the official application form as an Acrobat pdf file. scannable paper application A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in.
    Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email, or apply for a job in person at the San Joaquin County Human Resources Division.

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    San Joaquin County
    Human Resources Division  Stockton, CA 95202
    E-mail | Phone: (209) 468-3370 | 8am - 5pm M-F | Powered by JobAps