Elections System & Security Administrator

Employment Type: 0 - Full-time Regular
Pay Range: $76,734.00 - 115,101.00
Location: Castle Rock, CO
Overtime Exempt: Y
Elected Office / Department: CLERK & RECORDER

The Elections Systems and Security Administrator has primary responsibility for the conduct of elections through the administration of elections systems, technology, security, and compliance. This position works with Division leadership to develop strategy, training, outreach and operations plan execution, and must maintain working knowledge of federal and state election statute and Colorado Secretary of State Election Rules. Manages technical projects related to hardware, software applications, systems, and maintenance of equipment and election artifacts within the Elections Division, and acts as a consultant on technical projects across the Office of Clerk and Recorder.

Generally, the hiring range is $76,734-$95,918 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.

Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the full Employee Benefit Guide.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all inclusive.)

Elections Systems and Technology Administration:

• Assumes primary responsibility for administration of the Election Management System.
• Creates and maintains election records and databases.
• Conducts ballot design, including electronic and audio ballots, and facilitates ballot proofing and printing.
• Manages ballot tabulation, duplication, and adjudication systems.
• Conducts all pre-election diagnostics, software loading, and accuracy testing as well as post-election system auditing.
• Maintains and ensures accurate ballot accounting through ballot tracking system.
• Responsible for state Election Night Reporting (ENR) and production of various standard and custom reports.
• Trains and supervises temporary election judges and utilizes basic project planning skills to organize and direct process workflows.
• Supports various mail ballot processing systems and equipment including the AGILIS mail sorter and the secure electronic ballot delivery and return system.
• Manages maintenance and inventory of deployable election equipment including Americans with Disabilities Act (ADA) compliant ballot marking devices, ballot-on-demand printing systems, vote center laptops, and other deployable technologies.
• Supports office utilization of the Statewide Voter Registration System (SCORE) program, including providing technical assistance, and coordination of software updates.
• Provides redundancy support for Elections Geographic Information Systems (GIS) programs and services.
• Serves as first tier IT support for technical troubleshooting of office equipment and software.
• Researches, recommends, and administers new technologies, vendors, software, and hardware for the purposes of improving operational effectiveness, future business needs, and compliance with Elections law.
• Performs other duties as assigned.

Security and Compliance Administration:

• Functions as the election security administrator, ensuring implementation of elections integrity practices across the division.
• Responsible for understanding of and compliance with election law and Secretary of State rules, particularly related to security and election equipment (e.g., Title 1 C.R.S, SoS Rules).
• Oversee security and chain of custody practices for all voting devices and vote tabulation equipment.
• Responsible for ensuring the security of election artifacts and materials in accordance with statutory retention and destruction schedules.
• Participates on internal and external committees; represents Elections Division in related meetings across the County and State.
• Assists with legislative, policy, and rules review, as well as provides recommendations for implementation.

SUPERVISION RECEIVED: Works independently with minimal supervision or detailed instruction with periodic review of job performance. Understands when situations should be advanced to a higher level of authority. Collaborative and consultative decision making required. The work product is subject to continual review.

SUPERVISORY RESPONSIBILITIES: This position does not have direct supervision responsibilities but does supervise temporary support staff, interns, and Election Judge teams during election cycles. Informal oversight and facilitation of teams.

INDEPENDENT JUDGMENT:

• This position requires a working knowledge of election processes and office procedures.
• Identifies opportunities for process and/or productivity improvements and designs and implements changes.
• Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
• Effectively utilizes resources (reports, policies, experience, and job knowledge) to draw logical conclusions to problems.
• Decisions are guided by governing statutes and rules, department/division policies, and operating procedures under direction of supervisor.
• Uses workload indicators to determine and set work schedules for ballot roundup teams.
• This position has moderate latitude for decision making and may exercise this authority in absence of supervisor.
• Refers complex issues to supervisor.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• Bachelor’s Degree in Business, Operations Management, Information Technology, Political Science, or related field. Additional certification in Information Systems, Computer Science, or related field a plus.
• Four years related experience; two or more years of experience in the conduct of Colorado elections is preferred.
• Experience with Structure Query Language (SQL) and Microsoft PowerShell preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge:

• Maintain knowledge of current election law.
• Recognizes and uses correct English grammar, punctuation, and spelling, produces written information that is appropriate for the intended audience.
• Adheres to ethical standards of conduct and understands the impact violation of these standards have on an organization, self, and others.
• Establishes and maintains effective work relationships: frequent direct contact with deputies, managers, employees, and departments; State, County, Municipal, and Special District Elected Officials and representatives; Political Party Chairpersons and representatives; Election Deputies/Managers in other counties; Candidates for Elected Offices; vendor contacts; public.

Skills:

• High comfort with software programs and learns new ones quickly.
• Strong problem-solving skills.
• Solid organizational skills including attention to detail.
• Strong organizational skills with the ability to prioritize and meet time-sensitive deadlines.
• Communicates effectively in both oral and written form including public speaking, policy documents, training documents, and report writing.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook); experience with asset management software preferred.
• Proficient math skills.
• Proficient in operating general office equipment.
• Excellent analytical, reasoning, troubleshooting communications, and interpersonal skills.

Abilities:

• Ability to understand, interpret, explain, and comply with election law.
• Ability to effectively present ideas and information in one-on-one and group situations.
• Ability to work effectively both independently and in a team environment.
• Ability to facilitate meetings and lead working groups with focus and collaboration.
• Ability to establish and maintain effective working relationships.
• Ability to conduct analysis, define problems, collect and interpret data, and draw valid conclusions.
• Ability to exercise diplomacy and manage confidential information with discretion.
• Effectively influences actions and opinions of others; works with others toward agreement; negotiates to find mutually acceptable solutions.
• Ability to produce quality reporting and process improvement recommendations.
• Ability to create, evaluate, and improve business processes, products, and services.
• Ability to meet training requirements due to legislation and market demand.
• Ability to meet continuing education requirements set by the Secretary of State and the Douglas County Clerk & Recorder’s Office.
• Works effectively both independently and as part of a team; takes initiative to direct own and other’s activities.
• Manages multiple activities concurrently and discerns priority of work.
• High comfort with software programs and learns new ones quickly.
• Strong problem-solving skills.
• Solid organizational skills including attention to detail.
• Strong organizational skills with the ability to prioritize and meet time-sensitive deadlines.
• Communicates effectively in both oral and written form including public speaking, policy documents, training documents, and report writing.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook); experience with asset management software preferred.
• Proficient math skills.
• Proficient in operating general office equipment.
• Excellent analytical, reasoning, troubleshooting communications, and interpersonal skills.

CERTIFICATIONS, LICENSES, & REGISTRATIONS:

• Must pass criminal background check annually.
• US citizenship required.
• Election Administration Certification preferred.
• Must have and maintain a valid Colorado Driver’s License or ability to obtain one within 90 days.
• Sworn as an agent of the Douglas County Clerk and Recorder’s Office to discharge duties conveyed by CRS 1-1-110; registered to vote in Colorado.
• Must obtain Secretary of State Election Certification within 1 year from date of hire and maintain certification.
• Must obtain and maintain forklift certification.
  
  

WORK ENVIRONMENT:

Physical Work Environment:

• Work is generally conducted in an office or warehouse environment.
• Requires travel to meetings, election sites, office locations, other counties, municipalities, and training. May require overnight stay infrequently.
• Varying degrees of temperatures, dust, cement flooring with no padding, high shelving requiring ladder or forklift access.
• Subject to blackout periods for planned time off lasting up to three months at a time. Typically, this timeframe may begin 60 days prior to Election Day and may end 30 days past Election Day. Additional blackout periods may be identified with little notice based on workload and operational need.
• Extended work hours may be required to include evenings, weekends and holidays to complete duties and responsibilities.
  
  

Physical Demands:

• Frequently requires walking or standing to a significant degree and must be able to lift 50 lbs.
• Specific vision abilities required by this job include vision and the ability to adjust focus.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  
  

Material and Equipment Directly Used:

• Requires frequent operation of various equipment and vehicles including forklift, pallet jack lift, 15-passenger van, box truck, and other county vehicles.
• Computer, laptop, tablet, phone, smart phone/device, fax machine, and various elections-specific machines.
  

ADDITIONAL INFORMATION:

Closing Date: 4/17/2023 5:59PM MST

The job details outlined in this posting represent a modified summary of the full job description. A full copy of the job description may be requested by emailing HumanResources@douglas.co.us.

In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions. This may mean being available to perform additional duties and hours beyond what is normally required. In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.