Ventura CountyVentura 93009
Full Time

Understanding and adherence to the Unites States Constitution; the State of California Constitution; and the California Elections, Government Education, and other related Codes and instruments that govern the conduct of elections and related services.

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Elections Operations Manager

Ventura County
Full Time 100 per week 800 S Victoria Ave, Ventura, CA 93009, United States
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Overview

WHAT WE OFFER  

  • General Salary Increaseof 4% effective 12/24/2023 and 3.50% effective 12/22/2024.
  • Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree.  
  • Bi-lingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.
  • Annual Leave – 208 hours per year, increasing to 288 hours after 5 years of service.
  • Annual Leave Redemption – The ability to "cash in" or redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve months.
  • Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.  
  • Health Plans – You are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans. For Plan Year 2023 tier one for employee only is $497 per pay period, tier two for employee plus one is $678 per pay period and tier three for employee plus family is $825 per pay period.  
  • Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.  
  • Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security.  If eligible, reciprocity may be established with other public retirement systems, such as PERS.    
  • Holidays - 12 paid days per year which includes a scheduled floating holiday.    

THE DEPARTMENT
The County Clerk-Recorder, Registrar of Voters is an elective office with three divisions: The County Clerk, Recorder, and Elections (Registrar of Voters).
The County Clerk issues marriage licenses, performs civil marriage ceremonies, processes fictitious business name filings, and provides for the qualification and registration of notaries, process servers and miscellaneous statutory oaths and other filings. All functions of the office are conducted under provisions of the State Constitution and County Codes.


The Recorder is responsible for the recording of deeds, deeds of trust, court decrees and other documents affecting title to real property in Ventura County. The division also maintains Uniform Commercial Code filings: subdivision maps and, vital statistics including birth, death and marriages within the county. This Division also creates digital images of real property and vital records and provides and maintains an efficient retrieval system to support public for this information.  All functions of the office are conducted under provisions of the State Constitution and County Codes.


The Elections Division conducts all Federal, State, County, school and special district elections in the County, as well as the general municipal elections for all 10 Ventura County cities. It administers voter registration and outreach programs, maintains the master voter file, master office and incumbent file, and master street index. The division also; processes Vote By Mail ballot requests and all voted ballots, as well as the layout and proofing of all sample ballots, official ballots, and voter information materials. Other essential responsibilities include; establishing precinct boundaries and polling place locations, recruiting and training precinct workers, maintaining tests and distributing voting equipment and conducting the official election canvass.

THE POSITION
Under general direction from the Assistant Registrar of Voters, plans organizes, directs, and controls the activities and staff of the Elections Division of the County Clerk-Recorder's Office and performs highly complex, analytical staff studies and projects.

DISTINGUISHING CHARACTERISTICS
The Elections Operations Manager differs from lower level classifications in the Elections Division by the level of managerial and supervisory responsibility for assigned programs.

IDEAL CANDIDATE
A dedicated public servant who possesses solid administrative leadership skills, the highest integrity, and a strong work ethic that includes accountability for oneself and others. A well-qualified candidate will have in-depth knowledge of and experience in implementing federal, state, and local election laws, regulations, codes, guidelines, and procedures. Additionally, they should possess strong analytical and budgetary skills that are applicable to work in a California public agency. Other qualities needed to be a successful candidate include the ability to be detail-oriented, customer-service focused, striving for efficiency and continuous improvement. Elections-related professional certification(s) is a plus.
 
PAYROLL TITLES AND SALARIES:
Staff/Services Manager I:  $82,275.38 - $115,196.83 annually
Staff/Services Manager II: $88,212.71 - $123,509.91 annually
Staff/Services Manager III:  $94,627.37 - $132,491.32 annually

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

The eligible list established from this recruitment may be used to fill current and future Regular, (including Temporary and Fixed-Term), Intermittent, and Extra Help vacancies for this and similar vacancies within County Clerk-Recorder, Elections Division. There is currently one (1) Regular vacancy.


AGENCY/DEPARTMENT: County Clerk-Recorder, Elections Division
 

Staff/Services Manager I/II/III are management classifications and are not eligible for overtime compensation. 

TENTATIVE SCHEDULE
 OPENING DATE: Thursday, September 21, 2023
 CLOSING DATE: Continuous and may close at any time; therefore, the schedule for the remainder of the process will depend upon when we receive a sufficient number of qualified applications to meet business needs.

REVIEW OF APPLICATIONS: Applications will be reviewed on a weekly basis beginning the week of September 25, 2023.
Examples Of Duties

Duties may include, but are not limited to the following:

  • Plans, schedules, monitors, conducts, and analyzes each election cycle; makes recommendations for proposed improvements and enhancements for the next cycle;
  • Manages the Elections division-staff which includes making decisions for hiring, training, directing, correcting performance issues, and scheduling;
  • Designs effective work processes, monitor division workflow fluctuations and addresses and resolves problems as they arise;
  • Acts as liaison with federal, state, and local agencies;
  • Interacts with hardware and/or software vendors and IT staff to meet the needs of the office;  
  • Confers with the HR unit to address and resolve personnel issues; interprets and enforces policies, procedures of the elections division;
  • Assists with developing division goals and objectives;
  • Reviews new or proposed legislation and assesses the impact to processes and procedures; makes recommendations and plans accordingly in response to new legislation;
  • Manages 550 temporary workers assisting with the election process on a cyclical basis;
  • Represents the department as a subject matter expert for issues related to Elections;
  • Coordinates the County Employee Volunteer Election Worker Program;
  • Administer contracts, reviews invoices, and authorizes payments in coordination with the department fiscal unit; and 
  • Performs other related duties as required.
Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list. 

EDUCATION, TRAINING, and EXPERIENCE:
Some (Staff/Services Manager I/II) to considerable (Staff/Services Manager III) managerial, administrative or supervisory experience which has led to the acquisition of the required knowledge, skills, and abilities.

The required knowledge, skills, and abilities also can be obtained by: 

Staff/Services Manager I: 
Three (3) or more years of administrative support, supervision or management, or specific operations experience including at least (6) months of experience directly supervising staff.

Staff/Services Manager II:
Three (3) or more years of administrative support, supervision or management, or specific operations experience including one (1) year of experience directly supervising staff.  

Staff/Services Manager III:
Five (5) or more years of administrative support, supervision or management, or specific operations experience including two (2) years' experience directly supervising staff.

Necessary Special Requirements:

  • Must possess a valid California driver license.
  • Experience in the public sector.
  • Understanding and adherence to the Unites States Constitution; the State of California Constitution; and the California Elections, Government Education, and other related Codes and instruments that govern the conduct of elections and related services.
  • Excellent written communication skills must be demonstrated in the application and responses to the supplemental questions.
Desired:
  • Prior experience working particularly in an Elections, Clerk, Attorney, or related agency.
  • Bachelor's degree in business, public administration, or a related field.
KNOWLEDGE, SKILLS, and ABILITIES

Depending on the level in the series, considerable to thorough knowledge of:
  • The principles of supervision and management;
  • The principles and techniques of budgetary preparation and analysis, fiscal management, organization and staffing;
  • Application of the office automation to business processes;
  • Contract negotiation;
  • Marketing of services both internal and external to the County; 
  • Public relation;
  • Understanding of federal ,state and local election laws, regulations, codes, guidelines and procedures including the United States Constitution; State of California Constitution; California Elections, Government, Education and other related codes and instruments that govern the conduct of elections and related services; and
  • Skill and ability to plan, coordinate, manage and effectively execute successful election cycles; analyze and make recommendations for improvements to future election cycles.
Skill in:
  • Ability to review, analyze, interpret legislation related to the elections division; ability to anticipate impact to elections operations as a result of legislation and subsequently plan, coordinate, and implement changes as needed to operations;
  • Microsoft Office suite including Word, Excel, Powerpoint, Outlook, Teams and Election-Related software.

Working ability to:
  • Analyze administrative and organizational problems;
  • Prepare a variety of reports and make recommendations;
  • Communicate effectively in an oral and written manner;
  • Plan, organize, and supervise the work of others;
  • Develop and present training programs for agency/department staff and election workers;
  • Establish and maintain effective relationships with a variety of individuals including the public, departmental staff, community officials as well as with other federal, state and local agency contacts; and
  • Work in a fast-paced, cyclical environment with multiple priorities and deadlines, utilizing good judgment and decision-making skills.
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