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Champaign County Position Description

Job Title: Senior Election Specialist-Distribution (Full-Time, Non-Exempt)

Department: County Clerk

Reports To: County Clerk/Chief Deputy

SUMMARY

Performs specialized duties involved in processing and maintaining voter registration and election information.

PRIMARY DUTIES AND RESPONSIBILITIES

Includes but not limited to the following as other duties may be assigned.

• Have knowledge and assist with interpretation of the National Voter Registration Act (NVRA Motor Voter), Help America Vote Act (HAVA) and Illinois Election Code regarding voter registration rules and regulations and be aware of changing laws and procedures
• Evaluate voter registration and election procedures and recommend changes based on efficiency, technology and changing state and federal requirements
• Responsible for the filing, maintenance and retention of all election and voter registration documents.
• Have knowledge and understanding of Champaign County Clerk's Voter Program and its interaction with the Illinois Voter Registration System (IVRS).  Collaborate with the County Clerk and relevant IT staff in maintaining and upgrading Voter Program to compliance with HAVA and mandates from the State Board of Election.
• Responsible for development, maintenance and compliance of Absentee Voting activities and Incapacitated/Nursing Home voter activities.  Organize and coordinate In-Person/Early absentee voting in our office and other stations throughout the County, including use of election equipment and requirements for assisting voters.  Organize and coordinate MOVE and Federal Voting Assistance Program (FVAP) voters and meet Illinois deadline for sending these ballots to Military and Overseas voters. Organize and coordinate the mail-out absentee program. Organize and coordinate Incapacitated and Nursing Home voters.  Organize and coordinate Nursing Home voting throughout the County.  Responsible for keeping reports for Illinois State Board of Elections regarding all aspects of absentee voting.
• Assists in arranging election judge schools and help train over 600 judges.  Assists in the preparation of the Election Judge Manual.  Assists in the placement of the election judges in the 117 precincts throughout Champaign County; generates pay sheets for the election judges and maintains their mileage records.  Maintains records and generates reports as necessary to guide election judge staffing and training decisions.  Formulates the number of election judges statutorily required and assists in the certification process.
• Assist the County Clerk in the design of all forms and certificates used for the election process which include Applications to Vote, Voter Registration Forms, all Absentee forms, Certificates, and Oaths.
• Manages and implements Voter Confirmation activities.  Responsible for resolving outstanding responses and discrepancies.  Responsible for Voter Program data maintenance including missing signatures, missing identification, incorrect addresses and other discrepancies.
• Manage scanning activities related to Voter Registration database and Voter Program, using understanding of scanning activities interact with Voter Program, including troubleshooting and data maintenance.
• Responsible for processing voter information in the Illinois Voter Registration System (IVRS), including evaluation and research of possible duplicate registered voters, and transfer of registered voters into and out of Champaign County. Have knowledge and understanding of IVRS to verify voter registration information, including interaction with other jurisdictions when necessary.
• Responsible for processing voters through Military and Overseas Voter Empowerment (MOVE). Interpret criteria that qualifies these voters to be able to vote absentee.  Must have knowledge and understanding of the MOVE program and be able to communicate to this type of voter how to create a MOVE account and how it benefits them.  Must have knowledge and understanding of how a created MOVE account then flows into IVRS and the many steps of how to process the information in IVRS and ultimately send a ballot to a MOVE voter.
• Responsible for keeping the absentee area secure daily throughout an election period. Must have knowledge and understanding of how election equipment operates and what the rules and regulations are for a voter depositing their ballot into the tabulator and/or requesting assistance in the voting of their ballot.  Must be able to troubleshoot election equipment errors and act in a reasonable amount of time to resolve the issue.
• Responsible for redistricting voters throughout Champaign County (every 10 years).  Responsible for adjusting voter registration database and maps as needed for taxing district annexations and district boundary changes, including creation of maps of precincts, taxing districts, and legislative districts.  Must have knowledge and understanding of the ArcMap program.  Must also be able to translate data from ArcReader maps into working information regarding addressing issues in order to register voters correctly.
• Responsible for communications received from officials in various tax districts and reflecting those changes in a program that allows our office to keep updated records of current and past elected officials.  Responsible for coordinating information for taxing districts leading up to any Consolidated election the status of their members/trustees making sure they understand the election process and complete their paperwork correctly and in a timely manner.
• Enters candidate and referendum information for ballot purposes into County Clerk Access program.  Enters election totals after election in Access program.
• Coordinate projects throughout the Election Department and assist with assigning staff to projects.
• Inventories and submits information to County Clerk/Chief Deputy of office and election supplies.
• Provides backup to the Account Clerk and may provide backup to the Tax Extension Specialist.
• Performs any of the duties and responsibilities of the Deputy County Clerk position; also provides guidance and assistance to the Deputy County Clerks and coordinates and supervises training of new staff.

SUPERVISORY RESPONSIBILITIES

Assists with direction of activity within the Elections Department.  Schedules and oversees 5-20 temporary Election Judges during Absentee/Early Voting and on Election Day. 

EDUCATION and/or EXPERIENCE

• Associate's degree and two years of responsible office/clerical experience, or equivalent combination of education and experience.
• Requires good knowledge of the English language, spelling and mathematics; of modern office practices and procedures, of office equipment; of Microsoft Access, Excel, Word, Exchange, and desk-top publishing.
• Requires knowledge of the Voter Program, IVRS, and MOVE.

• Requires knowledge of the County community and its organizational structure; knowledge of the Election Code, Tax Laws and Vital Statistics rules and procedures.

CERTIFICATES, LICENSES, REGISTRATIONS 

Registered voter and willing to take oath as Deputy County Clerk. 
PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is frequently required to walk; sit; reach with hands and arms; and talk; or hear. The employee is occasionally required to stand; stoop; kneel; crouch; and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus. 
WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually, normal office working conditions. The noise level in the work environment is usually quiet to moderate. 

COMPENSATION

• $22.04 - $32.53 per hour starting wage
• The County offers all eligible employees a competitive benefits package, which is outlined at https://www.champaigncountyil.gov/jobs, including the Illinois Municipal Retirement Fund (IMRF), optional 457 deferred compensation plans, and a comprehensive health insurance plan.
• Applicants should note this is a Bargaining Unit position under the Agreement set by the American Federation of State, County, and Municipal Employees (AFSCME) Union contract.

Questions about the position should be directed to Angie Patton by email.