Career Opportunity

Voter Records Manager - SF Department of Elections (1844)

Recruitment: RTF0138095-01059407

Published: August 05, 2023

Accepting applications until: August 14, 2023

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

About:

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 Manager position. During each election cycle, this Manager will be responsible for 1) overseeing the processing of all vote-by-mail ballots returned by voters, 2) overseeing the processing of all new affidavits of registration and updates to the existing voter records, and 3) facilitating voter notification programs designed to enfranchise residents and encourage voter participation.

Year-round, this Manager will be responsible for maintaining an accurate and complete voter roll, conducting ongoing voter file maintenance procedures and validating their accuracy of voter records. This Manager will oversee the processing of state and local initiative, referendum, and recall petitions, all in compliance with applicable election law. This 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 Manager will be responsible for:

Maintenance of voter records: Ensures 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. Organizes 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. Establishes sound data quality assurance practices and procedures that lead to more effective services provided to voters and maximize voter access.   

Voter Notification Program: Maintains responsibility for 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 oversees 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: Directs 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. Organizes 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, works to organize and staff 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. Develops staffing plans and organizes staffing resources to efficiently serve voters during an early voting period; oversees 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. Maintains responsibility for 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.  

VoteCal: Maintains responsibility for 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; 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:

$49.325 to $59.9625 hourly

$102,596 to $124,722 annually

How to qualify

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.

AND

Three (3) years full-time equivalent experience performing professional-level management and/or administrative duties in functional areas such as: program/office/operations management, budget development and/or administration, development and administration of contractual agreements and/or grants, or other closely related functional areas.

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., Monday, August 14, 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.

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

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.