Elections Coordinator

Purpose & Job Related Requirements

The purpose of this job is to facilitate elections through logistical planning and support, to include secure delivery and retrieval of all election equipment. This job manages all election clerks assigned to the elections warehouse, up to 250+ poll workers, and operational activities at all advance and election day voting sites. Responsible for all election equipment, ancillary equipment, and consumable inventory related election logistics; maintains relationships with elections facilities, election partners, vendors, and the Georgia Secretary of State; plans and executes poll worker training, tracks completion of training for SOS certification, and submits for payroll purposes. Responsible for the secure storage of all election equipment and superintendent of elections records according to Georgia Election Code and record retention schedule.

• Maintains a list of election site contacts and communicates with site contacts to solve various issues.
• Solves facility issues leading up to and after each election and supports facility needs during election use.
• Maintains a history of facility use, including dates and resolution of issues at each site.
• Ensures completion of annual polling site visits, ensuring ADA compliance.
• Establishes election projects in the election management system.
• Manages all processes within the election management system for Logic and Accuracy testing, vote tabulation, and production of official election reports.
• Prepares all election-specific media for Logic and Accuracy testing and election use.
• Prepares sample composite ballots through the election management system.
• Prepares for and performs early absentee ballot processing and early tabulation.
• Prepares Election Management System Adjudication Module.
• Leads ballot adjudication process with vote review panel.
• Uploads ICP memory card data for vote tabulation.
• Prepares election reports and data for storage and submission to GA Secretary of State.
• Prepares documents and completes planning for Risk Limiting Audits.
• Prepares ballot tracking and ballot manifest for Risk Limiting Audit and inputs audit batch counts into ARLO software.
• Covers the need for make-up training sessions, schedules participants, and executes training sessions.
• Assigns poll workers to polling locations during advance voting and election day.
• Assigns poll workers to special teams that function during elections.
• Maintains communication with poll workers to discuss assignments, training, payroll, and any general questions.
• Creates and distributes poll worker monthly newsletter.
• Plans and executes poll worker appreciation events.
• Determines poll worker training schedule and secured training sites.
• Plans, updates, and creates poll worker training content for in-person training and online training sessions.
• Oversees the execution of all in person poll worker training sessions.
• Documents poll worker performance and recommend disciplinary action when warranted.
• Assigns poll workers to polling locations during advance voting and election day.
• Assigns poll workers to special teams that function during elections.
• Maintains communication with poll workers to discuss assignments, training, payroll, and any general questions.
• Creates and distributes poll worker monthly newsletter.
• Plans and executes poll worker appreciation events.
• Determines poll worker training schedule and secured training sites.
• Plans, updates, and creates poll worker training content for in-person training and online training sessions.
• Oversees the execution of all in-person poll worker training sessions.
• Records completion of training sessions for each poll worker, including recording for payroll submission to administrative assistant.
• Determines the need for make-up training sessions, schedules participants, and executes training sessions.
• Assigns poll pads for advance voting and election day use, coordinates with the vendor for the import of election files and the export of data after each election and performs each import/export.
• Prepares a “Lessons Learned” tracker for election process improvement and assigns action items for completion.
• Serves as department liaison for CISA, EI-ISAC, MS-ISAC, DHS, FBI, and GBI.
• Compiles and distributes necessary security information to the election department and ACC IT partner.
• Plans and facilitates election planning meetings with security partners, Clarke County School District, and other election facility stakeholders.
• Coordinates with ACCPD and emergency services establishing an Emergency Operations Center (EOC) for election day.
• Maintains presence and contacts with EOC during operating hours and ensures meal delivery to all EOC personnel.
• Coordinates, tracks, distributes, and returns radios given to poll coordinators for EOC communication.
• Prepares for Ballot Image Audits by uploading ballot images and CVR to Enhance Audit.
• Performs the ballot image audit inside Enhanced Audit software, alongside the vote review panel.
• Submits documentation of the ballot image audit to the GA Secretary of State.
• Maintains security log for entrance/exit of elections warehouse, ensuring security of the area.
• Performs other duties as assigned.

  Job Related Requirements

  Work Schedule: 8:00 am - 5:00 pm Monday - Friday 40 hours a week. During Election season, 40 + hours a week. May be required to work on religious holidays. Regular and predictable attendance is required. Must work cooperatively with others. When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

  Minimum Training & Experience Required to Perform Essential Job Functions

  • Bachelor’s Degree in political science, public administration, or related field.
  • Four years of election related experience with a minimum of two years in logistic, operations management, or administrative support, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
  • One Year Of Supervisory Experience Required.
  • Must possess a valid driver’s license.
  • Must possess or be able to acquire Notary Public status.
  • Must be able to obtain or have obtained Georgia Election Official Certification within six months of hire.
  • Must obtain Certified Elections/Registration Administration certification the National Association of Election Officials within three years of hire.

  Essential Duties, Responsibilities

  • Maintains a list of election site contacts and communicates with site contacts to solve various issues.
  • Solves facility issues leading up to and after each election and supports facility needs during election use.
  • Maintains a history of facility use, including dates and resolution of issues at each site.
  • Ensures completion of annual polling site visits, ensuring ADA compliance.
  • Establishes election projects in the election management system.
  • Manages all processes within the election management system for Logic and Accuracy testing, vote tabulation, and production of official election reports.
  • Prepares all election-specific media for Logic and Accuracy testing and election use.
  • Prepares sample composite ballots through the election management system.
  • Prepares for and performs early absentee ballot processing and early tabulation.
  • Prepares Election Management System Adjudication Module.
  • Leads ballot adjudication process with vote review panel.
  • Uploads ICP memory card data for vote tabulation.
  • Prepares election reports and data for storage and submission to GA Secretary of State.
  • Prepares documents and completes planning for Risk Limiting Audits.
  • Prepares ballot tracking and ballot manifest for Risk Limiting Audit and inputs audit batch counts into ARLO software.
  • Covers the need for make-up training sessions, schedules participants, and executes training sessions.
  • Assigns poll workers to polling locations during advance voting and election day.
  • Assigns poll workers to special teams that function during elections.
  • Maintains communication with poll workers to discuss assignments, training, payroll, and any general questions.
  • Creates and distributes poll worker monthly newsletter.
  • Plans and executes poll worker appreciation events.
  • Determines poll worker training schedule and secured training sites.
  • Plans, updates, and creates poll worker training content for in-person training and online training sessions.
  • Oversees the execution of all in-person poll worker training sessions.
  • Documents poll worker performance and recommend disciplinary action when warranted.
  • Assigns poll workers to polling locations during advance voting and election day.
  • Assigns poll workers to special teams that function during elections.
  • Maintains communication with poll workers to discuss assignments, training, payroll, and any general questions.
  • Creates and distributes poll worker monthly newsletter.
  • Plans and executes poll worker appreciation events.
  • Determines poll worker training schedule and secured training sites.
  • Plans, updates, and creates poll worker training content for in-person training and online training sessions.
  • Oversees the execution of all in-person poll worker training sessions.
  • Records completion of training sessions for each poll worker, including recording for payroll submission to administrative assistant.
  • Determines the need for make-up training sessions, schedules participants, and executes training sessions.
  • Assigns poll pads for advance voting and election day use, coordinates with the vendor for the import of election files and the export of data after each election and performs each import/export.
  • Prepares a “Lessons Learned” tracker for election process improvement and assigns action items for completion.
  • Serves as department liaison for CISA, EI-ISAC, MS-ISAC, DHS, FBI, and GBI.
  • Compiles and distributes necessary security information to the election department and ACC IT partner.
  • Plans and facilitates election planning meetings with security partners, Clarke County School District, and other election facility stakeholders.
  • Coordinates with ACCPD and emergency services establishing an Emergency Operations Center (EOC) for election day.
  • Maintains presence and contacts with EOC during operating hours and ensures meal delivery to all EOC personnel.
  • Coordinates, tracks, distributes, and returns radios given to poll coordinators for EOC communication.
  • Prepares for Ballot Image Audits by uploading ballot images and CVR to Enhance Audit.
  • Performs the ballot image audit inside Enhanced Audit software, alongside the vote review panel.
  • Submits documentation of the ballot image audit to the GA Secretary of State.
  • Maintains security log for entrance/exit of elections warehouse, ensuring security of the area.
  • Performs other duties as assigned.

  Knowledge, Skills And Abilities

  • Knowledge of the principles, practices, and procedures of the Unified Government of Athens-Clarke County and the operations and functions of the Elections Department.
  • Knowledge of election and registration laws, wards and district, report preparation, policies and procedures and methods as required in the performance of duties.
  • Knowledge of the terminology used within the department.
  • Skill in organizational, supervisory, and human relation techniques.
  • Skill in interpersonal communications, and oral and written communications.
  • Skill in utilizing various software programs relevant to the position.
  • Ability to compile, organize, prepare, and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.
  • Ability to communicate effectively with supervisors, and other staff members.
  • Ability to use independent judgment in routine and non-routine situations.
  • Ability to perform required mathematical calculations.
  • Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
  • Ability to plan, organizes and/or prioritize daily assignments and work activities.
  • Ability to comprehend and apply regulations and procedures of the department.
  • Ability to work under pressure and meet deadlines, with the ability to adapt quickly to changing requirements.

  Data Conception

  • Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

  Interpersonal Communication

  • Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers, assistants, or supervisors.

  Languages

  • Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures.
  • Requires the ability to prepare letters, reports, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar