Elections Supervisor

Job Description

Assists the City Clerk in the administration, management, planning, coordination and oversight of the duties relate to the City’s elections functions, specifically to conduct all federal, state and municipal elections in accordance with Massachusetts election laws and regulations as well as the City charter; to manage the annual census in an effort to make a true list containing the name, occupation and residency. Works with the Vital Statistics department to oversee the daily operations in the City Clerk’s Office including the issuance of various licenses and certificates, data processing, file maintenance, and budget tracking.

Essential Elements

• Ensure all state and local elections are conducted in an efficient and effective manner. Compiles and maintains accurate lists of voters and residents. Works with the Secretary of the Commonwealth’s Election Division to make sure that election laws and regulations are adhered to. Create Election Calendar. Works with Police Department, School Department, Public Buildings Department, Department of Public Works and polling location partners to ensure timely and accurate set-up of polling locations.
• Ensure that the annual census is conducted in an efficient and effective manner. Oversees the procurement of census forms and all other materials necessary to conduct the census.
• Plans, prioritizes, assigns, supervises, reviews and participates in the work of staff responsible for the registration of voters, administration of elections, and census coordination.
• Oversee the creation of approved ballots and signage: proof reading, outsource printing with vendors.
• Coordinates and reviews the work plan for assigned functions, services, and activities; assigns work activities and projects; monitors workflow; reviews and evaluates work products, methods and procedures; meets with staff to identify and resolve problems; ensures work is performed accurately and that timelines are met; ensures compliance with established policies, procedures, and related regulations.
• Assists with interviewing and selecting assigned personnel and poll workers. Provides and/or coordinates staff and poll worker training in accordance with established policies and procedures. Works with employees to correct deficiencies; recommends discipline procedures to City Clerk.
• Assists in identifying opportunities for improving service delivery methods and procedures; identifies resource needs; reviews with City Clerk; implements goals and improvements.
• Performs the more technical and complex tasks of the department, which may include such duties as maintaining security and control over registration and elections documents; securing and storing petitions and voted and unvoted Vote-by-Mail and/or absentee official ballots; and supervising the petition process.
• Responds to and resolves complex customer inquiries and complaints by phone, email, or in person.
• Acts as department liaison to develop, implement and evaluate outreach strategies to educate and enhance public awareness and increase voter registrations.
• Develops, compiles, reconciles, and presents statistical data covering Vote-by-Mail and/or absentee voting, petition verification, voter registration to the City Clerk.
• Tests and Maintains inventory of election equipment and supplies necessary to conduct elections.
• Work weekends, holidays, and non-routine hours during peak operating times and election cycles.
• Provide Notary services to Newton residents.
• Performs related duties as assigned by City Clerk.

SUPERVISORY RESPONSIBILITIES: Management of the Elections department within the City Clerk’s office. Supervises volunteers and poll workers. Responsible for providing direction and assigning work, coordinating, and training employees of the City Clerk’s Office.

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The incumbent must become a Notary Public and provide Notary services to Newton residents as well as a Commissioner to Qualify.

EDUCATION and/or EXPERIENCE: Associates Degree and five years of related experience as a lead worker over staff in voter registration and election activities and/or training or equivalent combination of education and experience. Knowledge of administrative office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing.

PHYSICAL DEMANDS: The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Employees must be able to climb a step ladder and lift 30 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Company Description

THE CITY:


The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.



OUR GOVERNMENT:


Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Marc C. Laredo was sworn in on January 1, 2026 after serving on the City Council. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.



AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing [email protected].

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

The targeted salary range reflects what the City of Newton reasonably and in good faith expects to offer for this position at the time of posting, but the final salary determination may be within or outside this range based on various factors, including, but not limited to, experience, skills, education, and market factors. The range will be reviewed regularly and is subject to change.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees