Chief Deputy Registrar

County of Culpeper; Culpeper (VA); On-site; USD 70,000 - 100,000; Full time

Job summary

County of Culpeper seeks a Deputy to the General Registrar to lead the Department of Voter Registration and Elections. You will oversee complex operations and supervise staff in the Registrar's absence, ensuring smooth daily functions and compliance with laws.

The role coordinates voter registration, absentee voting, mailings, and public outreach while supporting budgeting and long-range planning; maintains accurate voter rolls and official records.

Qualifications

• Education equivalent to a high school diploma supplemented by 3 years of experience.
• Must be a qualified voter in the Commonwealth of Virginia.
• Must obtain satisfactory results of a criminal history background check. Progress toward Virginia certification must begin within 12 months.

Responsibilities

• Monitor all election activities for compliance with state and federal election laws.
• Coordinate voter education and outreach initiatives.
• Oversee management of voter registration records and voter rolls.
• Supervise in-person absentee voting and process absentee ballots.
• Provide information to elected officials, candidates and parties; audit campaign/candidate forms.
• Greet visitors and respond to voter questions and requests for service.

Skills

Supervisory principles

Communication

Relationship building

Office software

Record keeping

Education

High school diploma + 3 years experience

Tools

State voter registration system

Job description

Serves as Deputy to the department head of the Department of Voter Registration and Elections. Performs complex professional and administrative work related to the administration of elections and day-to-day departmental operations. Assumes responsibility for departmental and staff supervision in the absence of the General Registrar. Work is performed under the direct supervision of the General Registrar. The Chief Deputy Registrar is appointed for a term not to exceed that of the appointing General Registrar and serves at his/her discretion.

• Monitoring all election activities for compliance with State and Federal Election laws
• Collecting, preparing, and distributing all materials used to conduct elections
• Development of training materials and manuals for Election Officials and others
• Determining eligibility of applicants to register to vote and/or vote in accordance with law
• Coordinating voter education and outreach initiatives
• Overseeing management of voter registration records
• Supervising in-person absentee voting
• Processing absentee-by-mail ballot applications and accurately mailing, receiving, and processing absentee ballots
• Maintains current knowledge of Federal and State law regarding voter registration and election administration, as well as State Board of Elections and local policies and procedures
• Maintains voter rolls: Enters voters into online state database, scans and attaches digital images of registration documents, cancels registrations of ineligible voters, transfers records to other localities, and assists voters with registration procedures
• Coordinates all mailings for voter correspondence including new registrations, denied applications, cancelled registrations, and other Code-required mailings as needed
• Provides information to elected officials, candidates for office, state, and local political parties, and performs audits of campaign and candidate forms
• Greet visitors and general public in-person and by telephone responding to voter questions, complaints, and requests for service and initiating problem resolution
• Provides administrative support to the members of the Electoral Board
• Participates in State-mandated training, certification programs, conferences, seminars, and meetings as a representative of the Department
• Performs accounts payable and procurement duties and assists with budget preparation
• Assists General Registrar in long-range planning for the department
• Assumes all the duties and responsibilities of the General Registrar in their absence and serves as a second-in-command
• Any duties assigned by the General Registrar

Education and Experience:

Education equivalent to a high school diploma supplemented by 3 years of experience.

Special Qualifications:

Must be a qualified voter in the Commonwealth of Virginia (24.2-112, Code of Virginia). Must obtain satisfactory results of a criminal history background check. A Virginia Registered Election Official (VREO) or Certified Elections Registration Administrator (CERA) Certification is not required for hire, but progress toward certification must begin within 12 months of start date.

Knowledge, Skills, and Abilities:

• Knowledge of supervisory principles and practices; ability to delegate assignments and to plan, train and supervise professional and technical work
• Ability to communicate complex ideas effectively
• Ability to establish and maintain working relationships with co-workers, elected officials, candidates for office, state and local agencies, political party representatives, media representatives and the general public
• Ability to utilize automated information systems (personal computer, state voter registration system)
• Comprehensive knowledge of standard office practices, procedures, and equipment
• Ability to maintain complex records
• Ability to work under pressure and make impartial decisions
• Proficient with the online state Voter Registration database; demonstrates user level skill in specialized software applications beyond basic software packages

PHYSICAL DEMANDS

This position classifies the physical exertion requirements as moderate. Tasks typically involve some combination of stooping, kneeling, crouching, and crawling. Tasks may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). Requires ability to perform coordinated movements, perceive and discriminate sounds, visual perception, and oral communication. Some evening and weekend work required. Requires operation of a variety of standard office machines.

WORK ENVIRONMENT

Essential functions are regularly performed in an office setting without exposure to extreme conditions. Frequent contact is made with County staff, general public, candidates and elected officials. Overtime may be required as workload dictates.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification.It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications as required of employees assigned to this job.

In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

General Sign-off: The employee is expected to adhere to all County policies and to act as a role model in the adherence to the policies.