Elections Manager

City of Santa Fe Springs; Ellensburg (WA); On-site; USD 75,000 - 110,000; Full time

Job summary

Kittitas County is seeking an Elections Manager to lead voter registration, candidate filings, and ballot operations, ensuring compliance with state and federal laws. You will manage election staff, coordinate vote centers, and oversee the preparation and testing of ballot tabulation equipment.

The role requires coordination with the County Auditor, public notices, and publication of results. A strong background in elections and familiarity with RCW/WAC is essential for successful election

Qualifications

• High School Diploma or GED equivalent.
• Four+ years of work experience in elections or related field.
• Experience with computers, word processing software, and spreadsheet software.
• Ability to obtain Washington State Election Administrator certification within one year of hire.
• Valid driver's license.
• A criminal history and background check will be performed on qualified applicants.

Responsibilities

• Plan, organize and oversee elections as required by law.
• Maintain voter registration data and publish notices.
• Coordinate and support Vote Centers and staff.
• Prepare test decks for ballot tabulation equipment and ensure accuracy.
• Train staff and election workers in procedures and new laws.

Education

High School Diploma or GED equivalent

Tools

Computers

Word processing

Spreadsheet software

Job description

Description

The Elections Manager is responsible for designated election procedures such as voter registration, candidate filings, and mail-in ballots, precinct management, petition sufficiency verification, recall elections, oversight of election operations and temporary staff. Must maintain courteous and cooperative working relationships with administrative and other County personnel, public agencies, and the general public, and work under the guidance of Local/State/Federal regulations and County policies/procedures.

Examples of Duties

• Plan, Organize and facilitate up to five special, primary, and general elections per year, or as otherwise required by law.
• Obtain and maintain certification as a Washington State election administrator as required by RCW 29A.04.530and WAC 434-260-220.
• Interpret and enforce current state and federal laws regarding elections and voter registration.
• Develop and implement new office procedures to adhere to state and federal laws.
• Under the direction of the County Auditor, identify and select new computer programming and ballot tabulation equipment by determining public and office needs.
• Maintain the voter registration database, to include verifying accuracy, distribution of voter lists to requestors, districts, campaigns. Process petitions, process candidates for correct potential office, issue ballots.
• Prepare Vote Centers and CWU Student HUB with supplies for each General Election.
• Distribute annual jurisdictional questionnaire in order to facilitate candidate filing.
• Work with municipalities and junior taxing districts in determining measure and candidate information to be included on each ballot by providing current office holder information, election and resolution submission deadlines.
• Take candidate filings based on the candidate’s residence location.
• Notify the public of deadlines, opportunities to observe procedures, issues and candidates by publishing notices in the newspaper and on the website in a timely manner.
• Provide in-house ballots to voters after initial ballot extract sent to printer by:
  • Providing the correct ballot for each voter based on combination of taxing districts and precinct;
  • Providing each voter with a ballot security sleeve, voting instructions and a ballot return envelope;
• Prepare for the testing of the ballot tabulation equipment by producing a “ballot test deck” which should test all issue and candidate positions on all ballots and test for correct tabulation of votes per WAC 434-335-290.
• Oversee Vote Center workers and instruct them in their legal and procedural duties regarding management of the Vote Center.
• Coordinate and support Vote Centers that adhere to federal ADA requirements along with adequate supplies, which include ballots, voter lists, marking tools, required signs to be posted etc.
• Respond to contingencies and support the overall execution of Election Day operations.
• Work with the County Canvassing Board by:
  • Obtaining written designation to the canvassing board, or substitution if necessary;
  • Determine how many canvassing board meetings will be needed and schedule accordingly;
  • Notifying the public regarding open public meetings;
  • Presenting ballots cast in question on election day by researching the circumstances of the questioned vote and relaying to the canvassing board the results of the research;
  • Take minutes of the canvassing board meeting;
  • Assisting the canvassing board in the legal procedures of a recount.
• Tabulate and publish the preliminary results to the website.
• Prepare the reconciliation report to be presented to the Canvassing Board for Certification of each election.
• Ensure the Canvassing Board Manual is kept up to date.
• Apportion the costs of each election among the involved districts based on the approved formula furnished by the Washington Secretary of State.
• Annually determine the formula to be utilized in coordination with the Auditor.
• Work with the political parties regarding election observers and notification of training and the election schedule.

Responsible for Creating, Publishing, and Disseminating Local Voters’ Pamphlet

• Provide intent to publish Local Voters’ Pamphlet deadlines to districts.
• Provide deadlines for inclusion in the Local Voters’ Pamphlet to candidates
• Receive Ballot Measure(s), for and against statements, and rebuttal statements for placement in pamphlets,
• Receive candidate statements; verify compliance with Administrative Rules.
• Compile all submitted information and include required information per RCW 29A.32.
• Work with printer for distribution plan for Local Voter’s Pamphlet

Staff Oversight

• Participate in the recruitment process for extra help staff for an election;
• Apprise all new employees of the comprehensive records maintained in the Auditor’s Office and Train and oversee staff in the procedures for:
  • Voter registration;
  • Candidate filings;
  • Issuing ballots.
• Train employees in implementation of new laws and procedures.
• Train employees in new technology procedures and troubleshoot any problems.

OTHER FUNCTIONS

• Attend conferences and educational seminars to further knowledge and capabilities.
• Complete special projects as assigned.

This job description is a summary of the primary functions and expectations for this position. Additional department-related duties may be assigned as required.

Minimum Qualifications

• High School Diploma or GED equivalent.
• Four (4) or more years of work experience in elections or related field.
• Experience working with computers, word processing software, and spreadsheet software.
• Ability to obtain certification as a Washington State Election Administrator within one (1) year of hire, and maintain certification.
• Valid and active driver’s license.
• A criminal history and background check will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as seriousness of the conduct, number of convictions, the place and manner in which the position will be performed, and any verifiable information related to the candidate’s rehabilitation, good conduct, work experience, education, and training will be taken into consideration.

Supplemental Information

Work is primarily performed in an office setting with occasional need to work in outdoor or non-office environments. Office space is limited and requires employees to work in close proximity of each other. The position requires the ability to sit for extended periods of time, stand, walk, ascend/descend stairs or small ladders/stepstools, stoop, kneel, crouch, grasp, and reach with arms and legs. Must have ability to lift, push, pull, or carry up to 25 lbs. and occasionally higher with assistance. Must be able to read printed materials and a computer screen and have sufficient hearing and speech to communicate clearly via telephone and in person. Safety policies and procedures must be adhered to at all times.

Travel throughout the County is required to visit ballot boxes, attend meetings, trainings, etc. Occasional travel outside of the County to attend conferences or trainings may also be required. Must be able to safely operate a motor vehicle in varied weather conditions and levels of daylight.

Work hours are standard with some weekend and evening work as needed. Vacation requests may not be granted during election processing dates. Regular attendance and punctuality are required. Must adhere to the County Personal Appearance policy and office dress code policy.

Regular and reliable attendance and punctuality are required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Kittitas County is an equal opportunity employer. This means that Kittitas County does not discriminate against any employee on the basis of protected class status. All employees will be recruited, selected, trained, promoted, compensated, and if appropriate, disciplined or terminated without regard to race, color, religion or creed, ethnicity, national origin, sex, age (over 40), marital status, pregnancy or maternity, sexual orientation or gender identity, veteran status, use of a guide or service animal, genetic information, or the presence of any sensory, mental, or physical disability (unless based on a bona fide occupational qualification).

Most permanent employees who at least 20 hours per week on a regular schedule are entitled to healthcare, retirement, and leave benefits, pro-rated to the scheduled hours of work.

Healthcare Benefits

Eligible employees and their family members have access to medical, dental, and vision benefits. The base plans for these benefits are paid 100% by the County regardless of the number of family members enrolled. Plan buy-up options are available for a small cost via payroll deduction.

LIFE INSURANCE AND SUPPLEMENTAL PRODUCTS

Kittitas County offers access to a $12,000 basic life/accidental death and dismemberment insurance plan as well as a base long term disability plan through Mutual of Omaha as part of the core benefits program.

Supplemental Products Are Available For Eligible Employees Who Choose To Purchase Them Through AFLAC, Allstate, Colonial, And Mutual Of Omaha. These Products Include

• Supplemental life insurance
• Accidental death and dismemberment
• Disabilty insurance

Leave Benefits

• Legal holidays
• Personal holiday
• Paid time off (PTO)
• Bereavement Leave
• Military Leave
• Family & Medical Leave Act (FMLA)
• Paid Family & Medical Leave (PFML)

Retirement Benefits

Most benefited employees are eligible to participate in the Public Employees' Retirement System (PERS) plan administered by the Department of Retirement Systems (DRS). Participation in the DRS retirement program is mandatory for all eligible employees. Both the employee and the County contribute to the plan at a rate set by the State legislature.

For more information regarding DRS you can visit their website at https://www.drs.wa.gov/.

Employees who want to save additional dollars for retirement may do so voluntarily by participating in a choice of 457 deferred compensation plans. A 457 plan allows employees to defer funds through payroll deduction, up to a maximum amount set each year by the IRS.

01. Please describe your experience working with or interpreting Washington election laws.

02. Describe a time you trained staff, election workers or volunteers, how did you ensure they retained what they needed to know.

03. Describe your experience with election management systems or other secure data platforms.

04. Describe a time you improved a workflow or procedure in a highly regulated environment.

05. Describe your approach to continuous improvement after each election cycle.

• Required Question