Voter Services Manager

Voter Services Manager

Employment Type: 0 - Full-time Regular
Pay Range: $76,990.00 - 115,484.00
Location: Castle Rock, CO
Overtime Exempt: Y
Elected Office / Department: CLERK & RECORDER

The Voter Services Manager is responsible for the management and coordination of elections administrative operations, customer service, voter registration, mapping for voting districts and precincts, addressing library, and execution of voter service and polling centers. The objective of this position is to perform a variety of functions and diverse leadership roles on a routine basis, including training, coaching, supervision and performance management for a team of Election Specialists. This is a highly visible position requiring exceptional leadership, organizational, and communication skills. The Voter Services Manager is responsible for creation and enforcement of policies, procedures, and adherence to state and federal statutes and regulations; creation and execution of strategic and tactical plans for operating successful elections. Coordinates with and assists other Clerk & Recorder Divisions as needed.

Generally, the hiring range is $76,990-$96,237 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/Retirement. 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.)

• Manages the daily operation of the Voter Services team, which may include, but is not limited to, legislative guidance, budget guidance, business process implementation, data management, voter registration, voter information, address mapping-tracking, election mail processing, voter notices and correspondence, coordination with external and internal stakeholders, and overseeing staff.
• Manages, and ensures statutory compliance of voter service functions including voter records, National Change of Address, Address Confidentiality Program, confidential voters, Ballot Track Program, Department of Corrections registration maintenance, healthcare facility voting, inmate voting program and similar voter assistance responsibilities.
• Responsible for site selection, use agreements, election judge training and oversight of Voter Service and Polling Centers as directed by the Deputy Director and Clerk and Recorder.
• Supervises employees and temporary staff including coordination of schedules, assigning and reviewing work, performance evaluation, and professional development.
• Facilitates and/or participates in hiring and onboarding employees, and succession planning.
• Manages and directs work for staff, sets work priorities, provides guidance and instruction on expected outcomes, and monitors responsibilities to ensure compliance with office policies and procedures, County policies, state statutes and rules, and federal regulations.
• Tracks productivity and quality measures, reports on deficiencies and errors, and provides retraining or corrective action when needed.
• Develops and oversees election judge training program for Voter Service and Polling Centers in conjunction with Voter Service and Polling Center Coordinator.
• Collaborates with Clerk, Chief Deputy, and Deputy Director of Elections to create strategic plans, develop and manage budget, problem solve, and achieve established goals and expected outcomes of the Division and of the Office of Clerk and Recorder.
• Acquires and maintains a highly technical working knowledge of relevant laws, regulations, policies, standards, equipment, software, and elections operations procedures.
• Administers state election laws and rules, and federal election laws to provide successful voting experience to staff and public.
• Creates, revises, and maintains standard operating procedures to perform role specific functions.
• Reviews and revises training materials and documentation as needed.
• Implements and oversees quality assurance measures to ensure processes and procedures are tested to evaluate for potential improvement and accuracy. Manages continuous improvement initiatives.
• Participates in relevant working groups/committees as a subject matter expert for Elections Division across County and State.
• Researches, tracks, and provides input on proposed or pending legislative changes. Provides customer service in person, online, and via telephone.
• Assists staff with accounting functions of the office.
• Prepares and maintains records and reports.
• Completes opening/closing procedures for office.
• Lives out the Vision, Mission, and Core Values of the Office of Clerk and Recorder, maintaining a supportive environment conducive to teamwork.

OTHER DUTIES:

• Performs other duties as assigned. Will assist Clerk or Deputy Director as required. Will provide support across functions of the Elections Division as needed. Will provide support across Divisions as business needs arise. Crosstrain as needed to support Continuity of Operations Plan (COOP).

SUPERVISION RECEIVED: Must be able to work independently, with minimal supervision and know and understand when situations should be advanced to a higher level of authority.

SUPERVISORY RESPONSIBILITIES:

• Exercises direct supervision, coaching, and training over full time, part time, and temporary staff.
• This position assists with the direction and oversight of election judges.
• Provides relevant feedback related to training and performance.

INDEPENDENT JUDGMENT:

• Identify opportunities for process and/or productivity enhancements. Design and implement change.
• Effectively utilize resources (reports, policies, experience, and job knowledge) to draw logical conclusions to problems.
• Decisions are guided by governing statutes and rules, department/division policies under direction of Deputy of Elections.
• Using workload indicators, determines and sets work schedules for staff.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• Bachelor’s Degree in Public Administration, Political Science, Business Management, or another relevant field preferred.
• Two years of management/supervision experience required; three to five years preferred
• Two years of experience in the conduct of Colorado elections preferred, or at least three years of Elections-related experience; or a combination of related education and experience.
• Ability to meet continuing education requirements set by the State, County, and the Office of Clerk & Recorder.
• Ability to meet technical training requirements due to legislation.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge:

• Advanced knowledge of relevant laws, regulations, policies, standards, and elections operations procedures including, but not limited to, Title 1, 22, 31,32 C.R.S, concerning Colorado Elections, School Board, Municipalities, and Special District Elections, Colorado Secretary of State Rules, Help America Vote Act 2002 (HAVA), Motor Voter Act 1994, and
• Uniformed Voters Absentee Voting Act 1986 (UOCAVA).
• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.
• Knowledge of Human Resource principles, County and Division policies and procedures.

Skills:

• Proficient skill level in Microsoft Office Outlook, Word, Excel, and PowerPoint
• Proficient math skills.
• Competencies in creating, evaluating, and improving business processes.
• Excellent analytical, reasoning, and troubleshooting abilities.
• Effectively lead teams in change environment.
• Must be able to communicate effectively in both oral and written form, as well as fluently speak, read, and write English.
• Recognizes and uses correct English grammar, punctuation, and spelling; produces written information that is appropriate for the intended audience.

Abilities:

• Ability to understand, interpret, explain, and comply with election law and Secretary of State rules as they relate to security and election equipment (including but not limited to Title 1 C.R.S, SOS Rules Concerning Elections).
• Ability to work effectively both independently and in a team environment and utilize initiative to direct own and others’ activities.
• Ability to manage multiple activities concurrently, allocating time to each according to prioritization.
• Maintains confidentiality of information consistent with applicable federal, state and county rules and regulations.
• Establishes and maintains effective working relationships with employees, departments, agencies, vendors, and the public.
• Ability to apply common sense understanding to interpret and carry out instructions.
• Identify problems; determine accuracy and relevance of information; use sound judgment to generate and evaluate alternatives, and to make recommendations.
• Ability to create, evaluate, and improve business processes.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Must possess a valid Colorado Driver’s License upon hire, with complying insurance. Review of motor vehicle record is required at time of hire and periodically throughout employment.
• US citizenship required.
• Registered Voter of Colorado.
• Must pass state and/or national criminal background check annually.
• Must pass fingerprinting test.
• Must pass and maintain Criminal Justice Information System testing and certification.
• Sworn as an agent of the Douglas County Clerk and Recorder’s Office to discharge duties conveyed by CRS 1-1-110.
• Must obtain Secretary of State Election Certification within 1 year from date of hire and maintain certification.

WORK ENVIRONMENT:

Physical Work Environment:

• Work is generally performed in an office or warehouse environment with occasional travel to other locations during the course and scope of duties.
• 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. Deputy of Elections, Chief Deputy, and/or Clerk and Recorder, based on workloads and operational need, may identify additional blackout periods with little notice.
• Extended work hours required to include evenings, weekends and holidays to complete duties and responsibilities.
• Must be available 24/7 via mobile device and email to conduct business during and after normal scheduled hours of operations and respond to after-hours office emergencies as they arise.

Physical Demands:

• Occasionally may be asked to drive a variety of types and sizes of vehicles.
• Required to stand, walk, sit, talk, hear, and drive.
• Specific vision abilities required by this job include vision and the ability to adjust focus.
• Occasional heavy lifting 35 pounds or more.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Material and Equipment Directly Used: Standard office equipment including computer, desk phone, smart phone, iPad or similar device, fax/copy/scanner, etc. May operate a vehicle. May operate a forklift.

ADDITIONAL INFORMATION:

Closing Date: 3/7/2025 5:59PM MST. Review of applications will begin immediately and continue until a suitable candidate is selected.

The job details outlined in this posting may represent a modified summary of the full job description. For a full copy of the job description CLICK HERE to view our job classifications.

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.