1842 Management Assistant (working title: Ballot Production Manager)
The Department of Elections (Department) conducts all public federal, state, district and municipal elections in the City and County of San Francisco in a manner that is free, fair, and functional, and provides residents with access to elections-related services and voting. Serving approximately 500,000 registered voters, the Department operates in an open and transparent manner and invites community members to observe elections processes and to provide feedback, making a concerted effort at all times to inspire public confidence in the integrity of elections in the City.
The Department is seeking applications for the position of Ballot Production Manager. This Manager will be responsible for managing and overseeing activities and personnel associated with the production of official ballots. During election cycles, after final proofs of ballots are completed, this Manager will collaborate with Department personnel in planning and administering other election programs such as early voting at the City’s voting centers. After Election Day, the Ballot Production Manager will assist in conducting the Official Canvass, which is an audit of election results.
During non-election times, this Department expects this Manager to assist with developing and maintaining content on the Department’s website. The Manager could also expect to be involved in the drafting of procedures for various election-related processes and otherwise collaborate with colleagues on various projects.
Under supervision, the Ballot Production Manager fulfills responsibilities necessary to successfully organize the resources and personnel to develop print-ready artwork for official ballots. San Francisco ballots are produced in English, Chinese, Filipino, and Spanish. The media versions include hard copy, audio, touchscreen, and downloadable formats.
For each election, the Ballot Production Manager will create a production schedule, organize meetings with vendors, organize a matrix of the City’s jurisdictional ballot types, develop voting instructions to be printed on the ballot, proof ballot content and layout, and provide final proofs to the vendors in a timely manner and within all applicable statutory and production-related deadlines.
To ensure adequate staffing resources to complete ballot-related work, this Manager will conduct the hiring, and organize, supervise, and evaluate the work of seasonal personnel assigned to assist with proofreading and translating election-related content of various ballot formats. The Manager will be responsible for developing employee schedules, providing training to personnel, assigning clearly-defined duties, and reviewing completed work for accuracy and completeness. The Manager must fulfill all stated responsibilities while meeting all election-related deadlines.
Activities associated with the production of official ballots conclude approximately two months before each Election Day. At that time, the Ballot Production Manager will transition to assisting with planning, organizing staffing resources, training personnel, and developing procedures necessary to facilitate early voting at the City’s voting centers. This Manager may be assigned to oversee the operations of one of such voting centers.
Following each election, the Ballot Production Manager will collaborate with other Department personnel to plan, organize, and participate in the Official Canvass, a post-election audit of election results mandated by state law. This work will also involve assisting in the production of publicly available reports, such as those found at sfelections.org/results.
After the election is certified, the Manager will transition to other duties that can include the managing content associated with the Department’s website, developing and preparing procedures in support of various operational activities, and contributing to developing content and procedures for new election programs and services.
In addition to the responsibilities stated above, the Ballot Production Manager will perform the range of duties assigned to the 1842 job code, http://www.jobaps.com/SF/specs/classspecdisplay.asp?ClassNumber=1842
1. Excellent writing and proofreading skills, including proper spelling, grammar, and punctuation.
2. Project management skills that involve multi-phase and multi-deliverable projects involving version controls among large volumes of content.
3. Prior experience analyzing and applying California election laws and regulations is strongly preferred.
4. Ability to produce work product that complies with federal, state, and local elections laws.
5. Ability to train and supervise seasonal personnel and communicate all goals clearly in person and in writing.
Work hours are generally 8 a.m. to 5 p.m., Monday through Friday; however, some evening and weekend overtime hours will be required. Working overtime is common during an election cycle as well as immediately before and after an Election Day; the person in this position may work 60-70 hours a week. This position may require occasional lifting and moving of up to 40 pounds.