Career Opportunity

Voter Records Assistant Manager - SF Department of Elections (1840)

Recruitment: RTF0141543-01147049

Published: November 22, 2023

Accepting applications until: November 29, 2023

Apply using SmartRecruiters, the City and County of San Francisco's application portal Learn More

About:

About the Department of Elections  

The mission of the Department of Elections (Department) is to provide equitable access to voting and election-related services and to conduct free, fair, and functional elections for the City and County of San Francisco. The Department continuously works to ensure that every eligible San Franciscan has access to safe, barrier-free registration and voting options and to improve both its internal and public-facing programs with the goals of making them ever more efficient and responsive to the needs of San Francisco’s communities. The Department strives to cultivate a workplace environment in which employees of all racial and ethnic backgrounds feel respected, valued, and supported in providing the fairest and most inclusive services possible to San Francisco residents.

The Department is committed to maintaining an inclusive workplace by providing the training, resources and tools necessary for all employees to succeed in delivering equitable services to City residents. (To learn more about the Department’s internal racial equity goals, please read our 2021-23 Racial Equity Action Plan.)

Role description

The Department is seeking applications for a Voter Records Assistant Manager position.

During each election cycle, this Assistant Manager will be responsible for assisting with: 1) overseeing the processing of all vote-by-mail ballots returned by voters; 2) organizing  and directing operations at the City Hall Voting Center throughout the 29-day early voting period; 3) overseeing the processing of all new affidavits of registration and updates to the existing voter records; and 4) facilitating voter notification programs designed to enfranchise residents and encourage voter participation.  

Year-round, this Assistant Manager will execute various processes and data validation projects necessary to maintain an accurate and complete voter roll and organize the processing of state and local initiative, referendum, and recall petitions, all in compliance with applicable election law. This Assistant Manager could also expect to be involved in the drafting of procedures for various election-related processes, implementing new voter programs, and otherwise collaborate with colleagues on various projects.

More specifically, the Voter Records Assistant Manager will be responsible for:

Maintenance of voter records: Assist with ensuring an accurate up-to-date voter roll of approximately 500,000 registered voters, including establishing procedures for maintaining voter records in accordance with all applicable law. Assist with organizing processes and staffing resources associated with maintaining the voter roll, including the proper and timely handling of mail; the intake and processing of affidavits of registration, voter request forms, and other correspondence; and establishing procedures that allow voters to update or correct information in their records. Assist with the review of large datasets provided by official sources, in compliance with relevant laws. Assist with establishing sound data quality assurance practices and procedures that lead to more effective services provided to voters and maximize voter access. 

Voter Notification Programs: Assist with organizing ongoing voter notification programs designed to enfranchise residents and encourage voter participation.  In addition to organizing programs that adhere to all local, state, and federal voter notification laws, the person in this position assists with the oversight of supplemental voter notification programs that provide pertinent information to members of specific City populations about elections programs and services, help maintain up-to-date information in the voter roll, and encourage eligible residents to register and vote.

State and Local Petitions: Assist with directing the intake and processing of state and local petitions, nomination papers, signature-in-lieu of filling fee forms, etc. in accordance with all applicable law. Assist with the organization of staffing resources and conducts training for staff assigned to perform examination of the number of signatures on petition pages, verify and validate the signatures and registration information of petition signers, review all declaration of circulator and other required sections on petition pages, and certify and submit petitions to state and local bodies, as required.

Early Voting Program: In collaboration with other personnel, assists with organizing and staffing the Department’s Voting Center(s) that provide the opportunity for voters to cast their vote during a 29-day voting period prior to Election Day. Assists with the development of staffing plans and organization of staffing resources to efficiently serve voters during an early voting period; assists with the oversight of Voting Center operations; and develops quality assurance mechanisms and monitoring tools to ensure that all transactions on voter records are accurate.

Universal Vote-by-Mail (VBM) Program: In collaboration with other personnel, works to organize processes and staffing resources associated with the first, second, and third review of VBM ballots; develops procedures and training materials for the program, all in accordance with applicable election law; supervises staff assigned to perform signature comparison and other ballot processing operations; conducts outreach to voters whose ballots require corrective actions; and develops process timelines and monitoring tools to ensure goals of the program are being met.

Incarcerated Voting Program: Serves as liaison between the Department and the Sheriff’s Office’s Prisoner Legal Services (PLS) in administering the Incarcerated Voting Program designed to provide registration and voting services to people detained in county jails. Assists with administering the various components of the program, including maintenance of voter records, voter outreach and registration, and delivery of official elections materials and notices to voters in local jails. 

Emergency Ballot Service: Coordinate with Department personnel to ensure adequate staffing, develop and prepare relevant materials, and facilitate voter record maintenance and ballot processing activities. Conduct additional research as necessary, to ensure accurate and effective services to voters. Following each election cycle, assess the efficacy of the program and provide recommendations for future elections.

Department Tools: Apply knowledge of voter data, governing laws and regulations, and voter registration databases to assist with developing reference materials and data tools to support Departmental and divisional policies, processes, and programs. Provide recommendations for enhancements to streamline record maintenance activities and ensure effective services and communication with voters.

VoteCal: Assists with organizing processes and creating training materials associated with the review and processing of messages in VoteCal, a centralized, statewide database that serves as the official system of record for storing and managing voter records throughout 58 counties; assist with developing procedures to ensure established timelines are met; and serving as a liaison between the Department and other county election officials for VoteCal messages that require attention by other counties.

Position Salary:

$37.9125 to $46.1 hourly

$78,858 to $95,888 annually

How to qualify

Minimum Qualifications

Possession of a Baccalaureate Degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education or related fields, or other subject areas closely related to a specific departmental program or function.

Substitution: Applicants may substitute up to 2 years of required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

Desired Qualifications

The ideal candidate should have demonstrated ability to: 1) Plan, organize, and direct complex operations involving a large number of personnel; 2) Multitask and manage heavy peak workloads and statutory deadlines; 3) Interpret and apply provisions of governing laws and regulations.

The Department is committed to reaching job seekers from underrepresented communities. Applicants with such backgrounds are therefore strongly encouraged to apply. 

In addition to submitting an application, please submit a current, detailed resume and cover letter which describes how you meet the minimum and desirable qualifications to david.broekelschen@sfgov.org. Documents must be received by 5:00 p.m., Wednesday, November 29, 2023.

If you have any questions regarding this recruitment or application process, please contact David Broekelschen via email at david.broekelschen@sfgov.org.

What else should I know?

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

Carol Isen - Human Resources Director

All your information will be kept confidential according to EEO guidelines.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.