Job Abstract

The County of San Mateo Registration and Elections Division of the Office of the Assessor-County Clerk-Recorder and Chief Elections Officer is looking for qualified candidates for the position of Elections Specialist III.

This highly specialized position performs varied coordinative technical duties to ensure that County and local, city, and special district elections are conducted efficiently and in accordance with laws and regulations. Successful performance of the work requires the use of independent judgment and initiative along with the skill to follow through on multiple projects and details.

Additional skills include expertise working with the community and political groups, exceptional report writing skills, and strong project management skills. Prior experience with elections and basic knowledge of California election laws, regulations, and procedures is strongly preferred.

The ideal candidate will be able to "hit the ground running" due to previous or current employment in an Elections Office, providing technical support to the election process. Ideal candidates would also have a bachelor's degree or a higher degree in political science, business, public administration, policy, journalism, information technology, or another related field. At least one year of experience using GIS software is beneficial but not required. This position may provide indirect technical or functional supervision of employees in the Elections Specialist I/II classification.

Duties may include, but are not limited to, the following:

Supervise the Voting Equipment Unit

• Function test and operate Voting Equipment in compliance with California Elections Code.
• Coordinate the deployment and recovery of Vote Centers between Elections units and vendors.
• Train warehouse and field technicians on warehouse safety, secure equipment setup and usage, etc.
• Coordinate technical support of voting equipment in the field.

• Inspect and select Vote Center locations in compliance with Election Code and accessibility requirements.
• Prepare and conduct training classes for extra help and temporary workers.
• Coordinate the preparation, distribution, and delivery of Vote Center materials and voting equipment.
• Assist with re-precincting and re-districting projects and preparation of related maps.
• Direct the updating of precinct and district maps and monitor and coordinate the re-precincting process.

• Process affidavits and maintain the voter file in accordance with federal and state laws.
• Process voter data requests.
• Process petitions.
• Submit regular reports to the Secretary of State.

• Prepare the Sample Ballot for general and special elections.
• Supervise the recruitment, selection, training, and evaluation of extra help and temporary workers.
• Coordinate mailing and labeling of voting materials including Sample Ballots and Voter Information Pamphlets.

• Provide and receive ballot request forms, verify voter signatures, input voter data, and operate specialized software applications.
• Conduct recounts to verify voting computer accuracy.
• Prepare statistical reports.
• Maintain voter files and databases.
• Operate ballot sorting, scanning, and adjudication equipment.

• Research state and federal election laws and regulations and prepare reports regarding their impact on County election procedures.
• Plan, coordinate, and assist districts and cities within the County in preparing agreements for election services; coordinate and oversee the provision of these election services with the district or city.
• Facilitate the candidate filling nomination process; receive and file nomination forms such as campaign statements, conflict of interest filings, filing fees, and ballot measure arguments.
• Ensure that requirement signatures are obtained to place the candidate or measure on the ballot.
• Prepare and circulate instructions related to all phases of the nomination and ballot process; provide advice and information to other agencies, candidates, the public, and others regarding the election process.
• Prepare election timetables, voting schedules, and workload calendars; prepare election notices and arrange for their publication.
• Prepare ballot copy, pamphlet copy, and precinct instructions; prepare quotation requests and estimate production costs.
• Ensure the accuracy of all ballot and informational materials and proofread materials for correctness and completeness.

• Using specialized computer software, operate Elections Division systems to set up election parameters; create and generate ballots, election data material, and petitions; test for logic and accuracy; and process canvassing.
• Maintain divisional hardware, software, and databases.
• Coordinate vendor support, user training, and troubleshooting for computer systems.
• Maintain records, compute costs, and prepare reports and billing for services.
• Oversee and perform a variety of support duties such as organizing and maintaining work files, preparing correspondence, distributing election materials, and voting computers, and operating standard office equipment, including a computer.
• Instruct and direct the work of support staff on a project or seasonal basis, as needed.
• Perform related duties as assigned.

• Coordinate with City and Town Clerks for drop-box allocations.
• Schedule and manage Ballot Retrieval Officers.
• Schedule and manage Courier schedules.
• Manage Vote Center planning books.
• Manage Vote Center supplies.
• Manage and train Vote Center Help & Support unit.

• Lead the updating of precinct and district maps; monitor and coordinate the re-precincting and re-districting process.
• Train extra help workers on the redistricting process.
• Maintain geospatial data by updating layers such as voting precincts.
• Update and maintain data, such as precincts and addresses in the election management system.
• Ensure the accuracy of all precincts/maps and proofread data for correctness and completeness.
• Research issues with addresses and precinct assignments for voter registration.
• Analyze GIS and election data to help election logistics along with various on-going data integrity/QA projects.

Education and Experience:
Successful candidates will have any combination of education and experience that would likely provide the required knowledge, skills, and abilities to perform the duties of the job.

• A typical way to qualify is two years of experience providing technical support to the election process OR three years of journey level legal or general office support experience.

• California Elections Code and precinct accessibility requirements as defined by the Secretary of State.
• Basic California election laws, regulations, and procedures as they apply to the conduct of elections.
• Office administrative practices and procedures, including filing and the operation of standard office equipment.
• Basic business data processing principles and the use of a personal or on-line computer.
• Business arithmetic.
• Correct English usage, including spelling, grammar, and punctuation.
• Recordkeeping principles and procedures.

• Perform technical, complex, and detailed election support work.
• Organize and coordinate multiple activities.
• Communicate effectively both orally and in writing.
• Read, interpret, and apply complex laws, rules, and procedures.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Train, supervise, and evaluate permanent and temporary personnel.
• Prepare and present training and voter registration programs.
• Maintain accurate records, prepare reports, and compose correspondence and other written materials.
• Use initiative and sound independent judgment within established guidelines.
• Make accurate arithmetic calculations.
• Read and interpret district and precinct maps.
• Operate standard office equipment, including a computer.

Open & Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date will receive five points added to their final passing score.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%) which may include the evaluation of a written and/or performance exercise given prior to the interview.

Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations, or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply. Online applications must be received electronically by the Human Resources Department before midnight on the final filing date. Responses to the supplemental questions must be submitted in addition to our regular employment application form.

RECRUITMENT SCHEDULE
Final Filing Date: Friday, July 19, 2024, 11:59 p.m. PST
Application Screening (tentative): Week of July 23-26, 2024
Panel Interview (tentative): Week of August 6 and/or 7, 2024