Job Information
Indy Gov Absentee Program Administrator in Indianapolis, Indiana
Absentee Program Administrator
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Absentee Program Administrator
Salary
$45,591.00 Annually
Location
City County Building, IN
Job Type
Full Time
Job Number
08438
Department
Marion County Election Board
Opening Date
06/13/2024
Closing Date
7/23/2024 11:59 PM Eastern
Description
Benefits
Position Summary
Marion County Election Board is committed to upholding the integrity of elections by providing free, fair, and accessible voting to all who wish to cast a ballot in our county, and by whichever means they choose to do so. The agency does this by cultivating a productive, collaborative, and compliant work environment for our workforce to meet the needs of the constituents of Indianapolis and Marion County.
Job Summary
The Absentee Program Administrator manages three core functions of the Election Board’s Absentee Voting Program: Military and Overseas (MOS), Traveling Board (TB), and the county’s absentee vote-by-mail program. This position is also responsible for overseeing the central count of all absentee ballots. This multi-tasking position requires the incumbent to use independent judgment; prioritize, organize, and evaluate work; determine appropriate action and adjust workloads according to deadlines and other program requirements. The incumbent in this position will be required to work within tight statutory and regulatory deadlines; retain strict adherence to statutory, regulatory, and procedural requirements; perform multiple tasks amid constant interruptions, while maintaining consistent work quality and quantity. In addition, the incumbent must be able to interpret, apply and explain federal and state statutes, regulations, policies, and procedures and respond through written and verbal forms of communication; assist in the management of temporary and seasonal staff; and manage multiple projects with conflicting deadlines. Position reports to the Deputy Director of Elections - Administration.
Equal Employment Opportunity
The City of Indianapolis Marion County is an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city we serve.
Position Responsibilities
Manages the county’s absentee mail program, including but not limited to, receiving, and processing absentee applications for anyone wanting to cast a ballot by mail. This position will be responsible for executing proper protocols to issue and receive ballots from early voters; coordinating staffing needs for seasonal and party-appointed staff; troubleshooting issues as they arise; maintaining the security of all completed mail ballots and applications and ensuring all state and federal deadlines and legal requirements are met.
Oversees the county’s Traveling Board (TB) absentee ballot program, including but not limited to hiring and managing staff to execute the receiving and processing of TB applications; preparing and executing the coordination and scheduling of in-home or facility visits; maintaining the security of all completed TB ballots and applications and ensuring all state and federal deadlines and legal requirements are met.
Processes all Provisional Ballots during the certification period after Election Day. This includes, but is not limited to, organizing, and cataloging provisional ballots, working with staff from the Board of Voters Registration to research and determine which ballots should be recommended for the Election Board to count and which ballots to reject; and assisting the Board in counting all accepted provisional ballots.
Assists the Deputy Director in coordinating the delivery and/or counting of absentee ballots on Election Day (dependent upon direction from the Election Board.)
Participates in the recruitment and hiring of seasonal employees as they relate to absentee ballot processing and categorizing. Provides direction, training and supervision for seasonal staff including, but not limited to Team Leader and other Absentee Clerks, plus any additional temporary and political party appointed staff, the size of which is largely dependent on the election cycle.
Schedules and prioritizes seasonal employee workloads; resolves seasonal employee work procedure and technical questions and concerns. With the support of Deputy Director of Elections, disciplines, and counsel's seasonal employees, conducts ad hoc performance evaluations and formulates plans for employee improvement, where appropriate.
Confers with supervisors and other personnel to discuss work processes and plans; presents and resolves difficult questions and concerns; recommends program modifications to streamline operations; and receives guidance and instruction.
Understands and can apply, explain, and enforce federal and state statutes, regulations and policies governing absentee election processes, including voting by mail, traveling board and the military and overseas voter procedures under the federal Uniformed and Overseas Citizens Absentee Voting Act.
Ensure all policies, procedures and mail pieces are up to date, including, but not limited to, applying applicable postage, or completing required bulk mail accounting forms; maintaining security of ballots during all stages of preparation through transportation to the post office for mailing; and resolving issues on absentee mail returned as undeliverable by the post office.
Superior customer service skills are necessary to succeed in this position. The employee will correspond with voters via telephone, fax, e-mail, and written forms of communication regarding incomplete applications and general absentee voting questions and works to resolves issues to ensure compliance with absentee voting rules and regulations.
Submits orders to Deputy Director for necessary work unit equipment, parts and supplies according to established procedures and guidelines; receives, properly secures and stores needed supplies.
Provides support to the Election Service Center Supervisor before, during and after Election Day when necessary and workloads permit.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.
Qualifications
Bachelor’s Degree and two years of related work experience; or an equivalent combination of education and experience is required.
Ability to handle multiple projects and work under stress.
Ability to exercise professional judgment and decision making.
Experience in dealing effectively with a broad range of people in a business environment, with members of the community, and with the public is essential.
Must be proficient in Microsoft Office software.
Must be able to type at least fifty (50) words per minute.
Must always maintain confidentiality.
Must be a resident and registered voter of Marion County, or demonstrate a willingness to relocate and register upon acceptance of the position
Possess a valid Indiana Driver’s License. Must have reliable transportation and be able to drive between polling sites, City-County Building office, and Election Service Center