Registrar of Voters Senior Administrator

GENERAL RESPONSIBILITIES

This position encompasses high level, critical thinking, administrative and oversight functions involving the day-to-day operations of the Registrars of Voters Office. Work involves responsibility for carrying out general and specialized office procedures. The incumbent receives overall policy guidance and direction from the Chief of Staff, to assist in the planning, administration, and direction of the Department. This position will provide administrative guidance and direction to staff; recommend, establish, and administer departmental policy and procedures with respect to direct day-to-day division activities in the overall function of the department.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Plans and organizes own work according to instructions received and according to established or standard office procedures 
• Oversees daily general office operations, supplies and equipment; performs clerical work and provides interoffice support
• Assists in planning, directing, organizing, coordinating, and evaluating operations
• Organizes and maintains inventory of office supplies for department and coordinates the department’s daily departmental operations
• Maintains voter registration and election records for all Town voters and secures the integrity of the election process 
• Recommends the appointment of personnel; provides or coordinates poll workers training
• Assists Registrars and Town Clerk with timely filing of all required election documentation with the Town and/or State
• Participates and assist in the planning of conferences relating to elections administration
• Assists with the preparation of material and content for training on security protocols for elections officials
• Assists with the preservation, maintenance, retrieval and disposal of essential archival, and permanent records, as related to Town records retention schedules
• Assist with developing procedures for department’s retention of public records; monitors records retention schedules and compliance; and destructions under State law
• Ensures timely filing of reports
• Prepares census materials, processes census questionnaires
• Assists in developing, managing, and presenting the department’s annual budget and monitors department expenses
• Participates in the preparation and presentation of department public information materials at public meetings, Board of Selectmen, Board of Finance, the Representative Town Meeting, and other Town boards as needed
• Accepts applications completed for registration and assist with determining voter eligibility based upon information presented
• Assists with public inquiries by phone, email and/or walk-in traffic. Screens telephone calls and greets visitors, provides assistance to members of the public or refers to appropriate person or department
• Keeps and/or maintains campaign finance reports and financial disclosure statements from political parties
• Responsible for screening, sorting and distributing mail and packages for the department
• Oversees arrangement of polling places; sets up and implements security policies and procedures; secures specification and procurement of election materials
• Compiles reports as required by the State and Town and/o as required by the Registrars 
• Assists with producing and contacting the Election Workers
• May supervise non-elected employees, including part-time, temporary and seasonal employees
• Performs other related duties as requested.

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES

• Experienced in managing and maintaining priorities and tasks with attention to detail in a deadline-driven, high-pressure, and variable work environment
• In-depth knowledge of records management practices, policies and procedures, as well as archiving systems, electronic records indexing, storage and retrieval systems
• Knowledge of accounting and financial management principles and practices
• Experience handling confidential information with discretion
• Ability to acquire knowledge of the State voter registration laws
• Willingness to acquire some knowledge of the State voter registration laws
• Experienced in budget formulation and analysis
• Ability to express oneself succinctly and professionally, both orally and in writing

• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) for data entry, report generation, and communication
• Knowledge of modern office practices and procedures, including the operation of standard office equipment 

DESIRED QUALIFICATIONS

• Graduation from high school or possession of a comparable diploma and two (2) years of clerical experience maintaining financial accounts and records or office management of administrative/operational functions and systems; or a college degree in business administration, management or closely related filed may substitute for the work experience requirement.
• Minimum four (4) years of experience supervising personnel and/or independently managing various projects and/or systems.

Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities.

SCHEDULE

PAY RANGE

AFFILIATION

THE TOWN OF FAIRFIELD IS AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Town of Fairfield to ensure equal employment opportunity for all employees and to prohibit unlawful discrimination because of race, color, religion, creed, age, marital status, national origin, gender, gender identity or expression, sexual orientation or physical and mental disability.

Salary : $74,791 - $103,889