Clackamas County
Location
Oregon, OH | United States
Job description
Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:
· S ervice · P rofessionalism · I ntegrity · R espect · I ndividual accountability · T rust
By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We’re always looking to improve. That’s the Clackamas County SPIRIT . Clackamas County Core Values
Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.
This Job Posting closes at 11:59 p.m. (Pacific Time) on Monday, March 11, 2024 .
Annual Pay Range: $64,564.57 - $81,982.02
Hourly Pay Range: $33.110035 - $42.042059
Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.
Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.
We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle.
Employee benefits become effective the first of the month following an employee’s date of hire.
Attractive benefits package and incentives for employees in regular status positions are detailed below.
Generous paid time off package, including:
Other Benefits:
This is a full time County position represented by the Employees' Association.
Employees' Association (EA) Full Time Benefits
Learn More About Benefits
Do you want to be essential to ensuring our elections are accurate, transparent, and inclusive? The Clackamas County Clerk's Office seeks a bilingual and service-oriented individual with Vote by Mail elections experience to join our Elections team as an Elections Analyst.
You will contribute to coordinating and managing customer service, voter registration, and ballot processing. Proficiency in English and a second language (Spanish, Chinese, Russian, Vietnamese, or Ukrainian) is required, as you will actively participate in customer service efforts and technical processes during each election cycle.
As an Elections Analyst, you will serve as a subject matter expert for redistricting, candidate and jurisdiction filing, coordination, voter registration, and election technology. Your responsibilities will extend to supporting the County Clerk's office through interpretation, translation, and customer service, contributing to the accessibility of the democratic process.
In this role, you will lead and organize the work of both permanent and temporary staff, providing exceptional customer service, answering complex questions, and managing aspects of voter registration and ballot processing. Additionally, you will contribute to initiatives to reduce barriers to voter registration, access, and participation, ensuring the design and formatting of voters' pamphlets and ballot packet documents meet timeline, accuracy, and accessibility requirements.
As an Elections Analyst, your strategic analysis and support will be crucial, overseeing multiple technical processes and contributing to the quality control of ballots for each election. Your role will involve managing the voted ballot intake area, participating in the challenged ballot process, and contributing to the tally room processes. With expertise in special districts and candidate filing requirements, you will monitor filing requirements, contribute to the development of filing packets, and support the processing and certification of petitions.
If you are ready to contribute to the election process and provide support in a collaborative environment, we encourage you to apply for the Elections Analyst position. Join us in maintaining an inclusive, positive, and supportive work environment where everyone feels a sense of safety, trust, and belonging.
Required Minimum Qualifications/ Transferrable Skills:*
Preferred Special Qualifications/ Transferrable Skills:*
Duties may include but are not limited to the following:
Under general direction, leads the work of assigned regular and temporary staff in customer service, voter registration, and all functions of ballot processing following ORS, OAR, administrative rule, and the SOS Vote by Mail manual. Leads customer service in English and a second language (Spanish, Chinese, Russian, Vietnamese, or Ukrainian). Leads multiple technical processes, teams of temporary workers, and quality control of ballots for each election. Determines schedules, training needs, and assignments based on restrictions under OAR and ORS. Manages voted ballot intake area, oversees the challenged ballot process, and tally room processes. Acts as subject matter expert for redistricting, candidate and jurisdiction filing and coordination, voter registration, election technology, and equipment. This position also supports the County Clerk's office with interpretation, translation, and customer service in English and a second language.
Customer Service – Leads and organizes the work of permanent and temporary staff in customer service. Provides outstanding customer service directly to voters, candidates, and internal and external stakeholders (phone, online, in-person) in English and a second language (Spanish, Chinese, Russian, Vietnamese, or Ukrainian). Provide English-to-second-language and second-language-to-English translation and interpretation for verbal and written communication. Answers detailed and complex questions in English and a second language about registering to vote, filing for office, filing a prospective petition, and election law. Accepts and processes voter registration forms, candidate, measure, voter pamphlet filings, and incoming petitions. Subject matter expert for receiving and processing petitions. Accepts and fulfills public information requests, voter registration lists, maps, and walking lists. Issues timely notices to voters when required by statute or administrative rule. Drafts or updates voter and candidate correspondence to comply with ORS, OAR, and administrative rule changes. Answers election questions referred to from other staff and beyond the division as needed. Participates in and provides organizational support for voter outreach activities and community events in English and the second language (Spanish, Chinese, Russian, Vietnamese, or Ukrainian). Receives payments (cash, check, credit/debit card) for candidate, measure, voter pamphlet filings, public information requests, voter registration lists, maps, and walking lists.
Translation and Cultural Knowledge – Assists the Clerk's Office with translation, interpretation, and cultural responsiveness for voting, elections, and general service to the public. Under the Elections Manager's and Clerk's direction, develop language access materials and accessibility policies and procedures. Works with the State Elections Division to ensure materials for voters' pamphlets are finalized and submitted for translation during voters' pamphlet production. May be called on infrequently to assist other functions within the Clerk's Office and the Elections Division. This includes assisting the Clerk, recording services, marriage licenses, wedding ceremonies, and public access to government services.
District and Candidate Coordination – Acts as a subject matter expert in special districts and candidate filing requirements. Monitors district filing requirements for each election cycle for both offices and measures and receives and sends filings with shared jurisdictions. Develops filing packet for districts and candidates for each election. In coordination with the Election Manager, trains elections staff on procedures for reviewing and accepting candidate and voters' pamphlet filings. Certifies qualifications of candidates' filing materials, requests for new party recognition, proposed ballot measures, and supporting materials. Manages and coordinates the processing and certification of all initiative, referendum, county, city, and candidate petitions. Manages and coordinates precinct committeeperson (PCP) filings. Receives candidate statements and measures arguments for the voters' pamphlets.
Voter Education and Access Materials – Coordinates and manages voter assistance requests for voters with disabilities. Coordinates and manages voter education and outreach to diverse communities. Under direction from the Elections Manager and County Clerk, reduces barriers to voter registration, access, and participation. Leads design and formatting of the voters' pamphlets and ballot packet documents such as explanations, envelopes, ballot inserts, and communications to voters. Meets timeline, accuracy, and accessibility requirements. Designed materials, including graphic design, and led extensive proofing of all Election Division communications and materials in English and Second Language (Spanish, Chinese, Russian, Vietnamese, or Ukrainian). Regularly publishes documents and information on the Election Division's website, including candidate and measure filings, historical and current election information, and time-sensitive information for each election. Acts as liaison to vendors for equipment maintenance, voter notification, voters' pamphlet mailings, and technical support.
Elections Processes – Provides strategic analysis and support to the Elections Manager, leading multiple technical processes, teams of temporary workers, and quality control of ballots for each election. Receives and tracks ballots received from other counties, receives and tracks ballots from official ballot drop sites and USPS, sorts and counts ballots, opens and reviews ballots for quality control, scans ballots for tabulation. Verifies ballot signatures, mails notices to voters of challenged ballots, and processes challenged letters in compliance with federal and state statutes and administrative rules. Assists in the reconciliation of all ballots and election materials. Responsible for time-sensitive voter notifications as state and federal statutes and administrative rules require. Provides direction and develops solutions to technical and equipment failures, logistical planning, and temporary staff shortages. Manages ballot tally room, which includes scanning, tabulation, and adjudication of voted ballots and the temporary staff who perform these essential functions. Programs, operates, and tests election ballot software and vote tally system. Designs, creates, and prints ballots for all elections. Coordinates the issuing, printing, and insertion of all ballots, working with ballot printing vendor and local ballot insertion vendor.
Temporary Employee Supervision – Leads and organizes the work of temporary election workers and permanent staff in customer service, voter registration, and ballot processing. Supervises and monitors quality control of up to 150-200 temporary election workers for each county-wide election. Determines schedules, training needs, and assignments based on restrictions under OAR and ORS. Provides feedback and supervises quality and quantity of work.
Manages the voted ballot intake area, which includes sorting, batching, reviewing, and updating voter records/status, and verifying signatures on all voted ballots. Analyzes data to resolve ballot/election issues. Oversees the process of challenged ballots, which includes updating voter records in Oregon's centralized voter registration system and sending correspondence to voters in a timely manner. Directs and oversees the processing of undeliverable ballots, which includes sorting and updating voter records utilizing USPS data. Directs and oversees the processing of all UOCAVA (military and overseas) email ballots and communications. Maintains voter registration address library, precinct boundaries, and district boundaries by processing annexations and new address requests. Performs redistricting and districting process for county and jurisdictions in compliance with state and federal statutes. Analyzes data for appropriate changes to precinct and precinct split lines and makes recommendations to the Elections Manager. Updates precincts, precinct splits, and district boundaries in ArcGIS Pro. Creates and uploads shape files for the Oregon centralized voter registration system. Updates voter records to reflect changes in precinct, precinct splits, and district boundaries. Communicates changes with cities and special districts; analyzes detailed voting jurisdiction maps to assist in determining boundaries for districts.
Plans and organizes official ballot drop site logistics for each election. Schedules temporary elections staff in compliance with state law and administrative rules and sets ballot pick-up schedules in coordination with the Elections Manager. Researches new locations and addresses any location changes, including accessibility, safe traffic flow, parking, security, safety, and signage. Draft official ballot drop site security plans in coordination with the Elections Manager. Coordinates ballot return processes and procedures for temporary staff. Under the direction of the Elections Manager, coordinates the chain of custody for all ballots and election materials through each stage of ballot processing.
Recruitment, Selection, and Training – Leads and directs recruitment, orientation, training, and monitoring work performed by temporary elections staff; ensures temporary staff accurately conduct ballot retrieval, signature verification, ballot opening processes, ballot scanning, and tallying. Provide routine assistance to the public and process voter registrations and maintenance according to set policies and procedures. Responsible for employment application management, eligibility lists, scheduling, training, supervision, motivation, and payroll.
Procedures, protocols, and process development. - Technical participation and reporting feedback in test environments of the state voter registration and election management database. Troubleshooting of technology, including workstations, office equipment, software, and the state voter registration and election management database. Assists in the development of procedures, ensuring they meet current ORS, administrative rules, and Clerk and county policies. Secures, archives, and maintains records according to law, administrative rule, and Election Manager and County Clerk direction. Researches and evaluates, making recommendations to policies and procedures. Documents and maintains written procedures. Gathers data for statistical purposes. Tests and operates election ballot software and vote tally system in accordance with state statutes and administrative rules.
Conducts and schedules maintenance on election technology and equipment including the tally room scanners and systems, ballot envelope opener, mail ballot sorter, etc. Maintains an inventory of all election equipment and technology. Provides input and feedback on new technology and feedback to improve and innovate elections processes and meet requirements of new laws and administrative rules. Manages inventory and supply needs during election and non-election periods. Conducts daily balancing of money received; issues receipts, accepts credit/debit payments; posts daily receipts and verifies balanced tills; prepares receipted cash, checks, and card transactions for daily deposit; prepares, maintains, and forwards necessary documents to Treasurer's Office, bank and office files; makes bank deposits.
Programs elections in the Oregon centralized voter registration system, mail ballot sorting system, and ballot tally system. Extracts and prepares data for ballot mailings, ballot supplemental mailings, challenged ballot letters, Voter Notification Cards, and Voter Confirmation Cards. Regularly updates the ballot tracking and accessible voting platforms. Prepares, distributes, and provides public access to all relevant data and documents, and applies redactions to materials as required by state statute and administrative rule. Creates reports in response to data requests from candidates, districts, and the public. Prepares jury lists and other specialized reports when requested by municipalities and/or judicial jurisdictions.
Works collaboratively with coworkers, other division and department staff, other county and state elections staff, and stakeholders to maintain an inclusive, positive, and supportive work environment. Actively participates in workplace preparedness, safety, and security procedures and planning. Works to maintain an environment where all people thrive, are celebrated for their diverse identities, and feel safety, trust, and belonging.
Elections employees are considered an essential worker during active election periods (generally sixty days before and thirty days after each election). Must be available for periodic evening and weekend work as required by cyclical elections activities.
This position works 37.5 hours during a standard workweek of Monday through Friday. Periodic evening and weekend work is required for cyclical elections activities. Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended. This position is designated as on-site/in-person. It is expected that the selected candidate will perform duties at the specified on-site work location.
Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.
ABOUT THE DEPARTMENT
The Clerk is the head election official for the county and is the keeper of all county public records.
As the head election administrator for the county, the Clerk conducts all local, state, and federal elections for the citizens of Clackamas County. The Elections Division manages all aspects of elections administration including voter registration, county and special district candidate filing, county voters’ pamphlets, ballot design, mailing, signature verification, counting, tallying, and reporting results.
Clackamas County has more than 310,000 registered voters in 16 incorporated cities and unincorporated rural and urban communities. The Elections Division manages 25 official ballot drop sites located in communities across the county.
Learn more about Clackamas County Elections Division
Clackamas County only accepts online applications.
Help With Your Application:
If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or e-mail us. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).
HOW TO CLAIM VETERAN'S PREFERENCE
VISA SPONSORSHIP
Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.
EQUAL EMPLOYMENT OPPORTUNIT Y
Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.
If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.
James Callahan, Recruiter
[email protected]
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