Elections Administrator

POSITION SUMMARY

Under the direction and supervision of the City Clerk, managing the daily operations of the Elections Department. The person is responsible for providing expertise, operational support and administration for all duties and responsibilities assigned to the Board of Registrars of Voters, a ministerial and

regulatory board of the city, and the City Clerk pursuant to Massachusetts General Laws. The Elections Administrator provides support and guidance as needed to the Election staff, the Board of Registrars of Voters, the City Clerk, the City Manager, the members of the Chelsea City Council and the public on all election related matters. The person in this position works with strict accordance to the Massachusetts General Laws, the Revised Ordinances of the City of Chelsea, and all Campaign Finance Laws. The Administrator follows department rules, regulations, and policies to complete assigned tasks according to a prescribed time schedule and in accordance with Massachusetts General Laws.

ESSENTIAL FUNCTIONS

· Serve as the primary election administrator for the city with full responsibility for all election activities, under the direction of the City Clerk.

· Serve as administrative staff to the Board of Registrars: responsible for scheduling, preparing agendas, minutes, and legal ads in accordance with Open Meeting Law.

· Prepares and maintains an annual calendar of election-related events, activities, and requirements in accordance with local, state, and federal laws.

· Prepare and arrange for posting the election warrants.

· Supervising all aspects of voter registration.

- Process voter registration forms from the RMV, through the Voter Registration Information System, received by mail and over the counter; delete voters from the system; constant update and review voters and residents for any duplicates in the system.

- Maintain and update the system with changes to the voter list, including name, address, and party affiliation; remove deceased; issue residency certificates; verify residency for various permits, licenses, and benefits.

- Prepare and receive nomination papers, and post lists of candidates duly nominated. Certification of state and local petitions.

· Accept, review and maintain campaign finance reports.

· Provides candidates with all applicable election information.

· Make arrangements for application, mailing and return of absentee ballots and Vote-by-mail applications at all elections.

· Prepare and oversee the printing and orders of ballots and other necessary forms for local elections.

· Preparation of election supplies.

· Interview, hire, train, direct and supervise ninety seasonal employees and ensure adequate staffing. Providing instruction and overseeing the activities of election workers.

· Provides direction in the set-up and operation of voting machines with DPW and the Fire Department and works with the Police for mandated details.

· Ensure maintenance and testing of all voting equipment before each election and make arrangements to get voting equipment to the precincts.

· Manage on-site activity at the polls.

· Prepare and set-up for Early Voting sessions.

· Prepares the election results for certification to the Secretary of State.

· Supervises the printing, distribution, and processing of all city census forms.

· Prepare and print annual street lists, verify and certify residency.

· Coordinate the federal decennial Census in collaboration with the City Manager’s Office and the Housing and Community Development Department – assists with community outreach, work with GIS to prepare maps, assists in the redistricting of all wards and precincts, and assists with census enumerators.

· Community outreach for voter enrollment. Host drives for increased participation and voter registrations.

· Work with School Department regarding school enrollment.

· Develop innovative strategies and goals to increase response rates with local census and voter participation

· Maintain all public records related to elections in accordance with all applicable laws, regulations and other record retention requirements.

· Assist with other responsibilities within the Department as needed during busy seasons and assist with daily coverage during lunch hours for the City Clerk’s Office and Parking Department

QUALIFICATIONSEducation and Experience

· Associate’s Degree in business or liberal arts, public administration, political science or related field, required.

· Over five (5) years’ experience administering municipal, state or federal elections and related activities; or any equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

· At least three (3) years of supervisory experience, preferably in a municipal and/or union environment helpful.

· Must have demonstrated knowledge of federal, state, and local election regulations.

· Proven ability to remain calm, think under pressure, and react quickly.

Skills, Knowledge & Abilities:

· Experience with the Voter Information Registration System (VRIS) and Munis, as well as voting machines, ballot boxes, poll pads and other standard office equipment.

· Ability to carry out their duties in a fair, impartial and non-partisan manner.

· Ability to read and interpret documents such as laws, regulations, procedures, safety rules, operating and maintenance instructions, and manuals.

· Ability to write reports and correspondence.

· Ability to speak effectively before groups of citizens or employees.

· Ability to plan, assign, motivate and supervise the work of others.

· Strong organizational skills are necessary for the ability to analyze and organize office operations and procedures, such as budgeting, preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other clerical services to administer elections and other election activities.

· Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute percentages; ability to create, use, and interpret spreadsheets, maps, and graphs.

· Willingness to work a flexible schedule. Primarily in office conditions during regular business hours but at times might include nights, weekends and/or holidays, and during critical periods in the election cycle.

· Daily interaction with the public in-person, by phone and/or by email communication as required.

· Ability to deal effectively, tactfully, firmly and appropriately with elected officials and members of the general public.

· Must possess strong interpersonal communication skills and the ability to work collaboratively with other municipal departments, nonprofits, community groups, residents, and the Secretary of the Commonwealth’s Office.

· Ability to be commissioned as a Notary Public.

· Bilingual English/Spanish (both written and spoken) is strongly preferred.

· Creative thinking, listening and problem-solving skills.

· High ability to exercise discretion, initiative and independent judgment.

· Knowledge of the City’s geography and street locations.

· Must be able to lift heavy material up to 30 lbs.

· While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit, and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms.

· While performing the duties of this job, the employee is occasionally exposed to outside weather conditions and moderate noise.

To apply, please send resume and application to Human Resources Department, City of Chelsea, 500 Broadway, Room 301, Chelsea, MA 02150 OR email [email protected]

Pay: $77,525.07 - $100,800.25 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person