Deputy Registrar - Absentee Coordinator - James City County

James City County’s Office of Elections seeks an individual to perform responsible for all mail/email absentee applications and ballot issuance for all James City County registered voters, including military and overseas citizens in accordance wit...

Job Summary

$38,325 - $57,898 / year DOQ + Full-Time County Benefits 

Responsible for all mail/email absentee applications and ballot issuance for all James City County registered voters, including military and overseas citizens in accordance with strict deadlines established by federal and state election laws in order to ensure the integrity of the democratic process for James City County.

Responsibilities

• Processes all absentee mail/email digital and hardcopy applications, including ongoing communications, by determining status and qualification of each application/absentee voter in the Virginia Department of Elections secure statewide database.
• Responsible for scanning, attaching, and maintaining applications physically and digitally for 8k+ absentee voters.
• Communicates with, manages and maintains records for military, overseas, and federal voters (UOCAVA) while ensuring the applications are up-to-date and provides renewal information throughout the year.
• Processes, mails/emails ballots to 8k+ absentee voters.
• Receives, processes, and ensures all ballot envelopes are properly reviewed for completeness and promptly communicates with voters any deficiencies while ensuring voter privacy.
• Serves as direct liaison between the Office of Elections and vendors that pertain to the absentee voting process.
• Provides direct supervision for on-call staff and volunteers as it pertains to absentee voting by mail/email.
• Designs, implements, and maintains tracking and projection spreadsheets as it pertains to absentee voting by mail/email.
• Maintains absentee records for all elections in accordance with retention requirements established by the Library of Virginia.
• Designs, implements, and maintains ongoing annual calendar for tasks required as it pertains to absentee voting by mail/email.
• Recognizes and projects stringent deadlines; ensures staffing and supplies are in place to meet such deadlines; manages and maintains all absentee mail supplies and assists with future projections for supply/absentee infrastructure needs including postage.
• Prepares, maintains, updates and prints forms, envelopes, binders and labels, as needed, for all Election Day precincts.
• Supports the front office operations and other areas within the Office of Elections, as needed, to ensure coverage throughout, including answering calls, working the front window, and receiving shipments.
• Manages and responds to all inquiries submitted to the main department email address.

Qualifications:

• Must be a qualified voter in Virginia.
• Must possess, or obtain within 30 days of hire, a valid Virginia driver’s license and have an acceptable driving record based on James City County’s criteria.
• Thorough knowledge of standard office procedures, practices, and equipment; knowledge of principles and processes for providing customer service including setting and meeting quality standards for services; and evaluation of customer satisfaction.
• Must have ability to read, comprehend, and implement Virginia Election Laws.
• Knowledge (thorough) of standard office procedures, practices, and equipment; knowledge of principles and processes for providing customer service including setting and meeting quality standards for services; and evaluation of customer satisfaction.
• Must have advanced computer software skills, including Microsoft Office Suite and Adobe.
• Must be willing and able to participate in meetings and trainings, including in-person and on Teams/WebEx.
• Must be willing and able to attend required training courses/conferences, with minimal travel and occasional overnight stays.
• Ability to communicate effectively, both orally and in writing; establish and maintain effective working relationships with other employees, the public, County officials, and vendors; maintain a public image of professionalism in the operation and conduct of business in the Office of the Director of Elections; develop proficiency in related voting laws and regulations.

• Must be able to work some irregular, weekend, and holiday hours.

Click here ​for full job description. Accepting applications until position is filled. Cover letters and resumes may also be attached, but a fully completed application is required for your application to be considered.

James City County is dedicated to building a diverse workforce and is committed to providing reasonable accommodations. If you need assistance with completing the employment application, please contact the HR Department at 757-253-6680 or email HR.Recruit@jamescitycountyva.gov.