What are the responsibilities and job description for the Deputy Director position at Forsyth County?
Under general direction the purpose of this classification is to plan, organize, oversee, coordinate, and manage staff and operations of the Voter Registrations & Elections department including planning for and executing elections and maintaining the County voter rolls, participates in the development of policies and strategies to improve organizational productivity and customer service, provides complex and responsible support to the Director of Voter Registrations & Elections in areas of expertise and performs related work as required ensuring compliance with applicable election codes and State Election Board and Secretary of State Rules. This is an “at will” position serving at the discretion of the appointing officer and is not covered under Civil Service provisions.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Receives general direction from the Director of Voter Registrations & Elections. Exercises direct supervision over professional and administrative staff. Responsible for planning, organizing, and managing staff operations, and activities of the Voter Registrations & Elections Department. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities, which include recommendation and implementation of policies, procedures, goals, objectives, priorities, and standards.
Incumbent serves as a professional level resource for organizational, managerial, technical, and operational analyses. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.
Plans, manages, and oversees the daily functions, operations, and activities of the Voter Registrations & Elections Department ensuring compliance with federal/state/local election codes and all applicable laws, rules, regulations, standards, policies, and procedures.
Conducts elections: supervises departmental personnel to ensure that all elections are conducted in accordance with state and federal laws and regulations; proposes locations and schedule for early voting and takes all steps necessary to secure locations; organizes equipment and staff deployment levels for early and Election Day voting; reviews training packets; monitors early voting traffic and election task lists; approves ballot layouts; and implements changes in procedures to resolve issues.
Ensures the rental of facilities to serve as polling places; ensures permanent and temporary changes are made to facilities to meet ADA and election requirements.
Coordinates development, research, writing, editing, design, production, publication and dissemination of various training materials, including, but not limited to, poll worker training and voter education outreach materials.
Supports, guides and responds to requests and directives from the Director and from the Board of Voter Registrations & Elections. In the Director’s absence, provides information, presents proposed changes and reports election certification details to the Board of Voter Registrations & Elections. Implements policies and actions made by the Board. Tracks and facilitates Board member appointments, swearing-in and officer elections. Plans, prepares, and manages logistics of Board of Voter Registrations & Elections regular monthly and special called meetings; communicates with and informs Board members in accordance with Board bylaws, policies and procedures.
Represents department to media, voters, other departments, municipalities and other stakeholders; represents department at Board of Commissioner meetings, Board of Voter Registrations and Elections meetings, and to the Secretary of State’s office; answers questions and provides information; coordinates work activities; reviews status of work; and resolves problems.
In the absence of the Director, serves as point of contact for providing information to the public regarding voter registration and elections; answers media inquiries and provides information to the media; determines timeliness and appropriateness of information to be released; approves all departmental press releases; writes press releases to be released to the media. Responsible for department website and all media released by the department or other county department on behalf of department/Board of Voter Registrations & Elections.
Consults with Chief Registrar, Board of Voter Registrations & Elections, the county attorney, County Manager, County Commissioners, and other officials to review department operations and activities, review/resolve problems, receive advice/direction, and provide recommendations.
Responds to complaints and questions related to department operations, activities, and issues. Provides technical assistance and information, researches problems, and initiates problem resolution.
Receives, prepares, forwards to attorney and/or responds to open records requests and legal requests.
Attends and schedules staff members to attend the state mandated voter registration and election training. Responsible for departmental training for all staff on all concepts of voter registrations and election regulations to include electronic voting systems such as voting machines, procedures, processes, and maintenance; state registrations system and absentee processes.
Assists the Director with qualifying candidates for county offices before each election cycle; oversees and directs recall elections and recounts.
Assists the Director with developing departmental budget and presenting to County Manager and Commissioners; administers approved budget; monitors expenditures to ensure compliance with approved budget; approves all financial transactions.
Conducts research for special projects; researches or compiles various statistical or administrative data; makes calculations as applicable; analyzes data and identifies trends; prepares/completes various reports, forms of research/projects to management; conducts research of Internet sites, hardcopy materials, or other sources as needed.
Determines operations, projects and activities of the Voter Registration & Election division, including voter registration activities, ballot preparation, Election Day activities, absentee by mail voting, advance voting, and tabulation of election results, election reporting, and office administration.
Oversees testing of electronic voting equipment; maintains inter-governmental security agreements.
Oversees preparation of consolidated reports of election results/records for submission to the Secretary of State,
Elections Division and Board of Voter Registrations & Elections.
Consults with State Reapportionment Office regarding reorganization and addition of new precincts; makes precinct changes requiring the creation of new lines and polling places; and notifies all affected voters of the changes and the impact on where they go to vote on Election Day
Provides assistance and information to the general public, registered voters, candidates, election officials, the media, or others concerning voter registration/election procedures, laws, timeframes, locations, documentation, or other issues; responds to questions/inquiries from the media regarding elections and related issues; responds to complaints and questions related to department operations; provides information, researches problems, and initiates problem resolution.
Provides information to candidates interested in qualifying for office; oversees mailing of disclosure reporting forms to public officials in accordance with established timetables; oversees receipt of completed disclosure reporting forms from public officials; maintains records of disclosure reports for public inspection.
Oversees the maintenance of various records including processing voter registration cards, purging, and updating voter lists.
Compiles various administrative and/or statistical data; performs research and makes applicable calculations; analyzes data and identifies trends; prepares/generates reports; submits reports to appropriate agencies/individuals as required.
Prepares or completes various forms, reports, correspondence, voter statistics, election results, legal correspondence, budget documents, training materials, performance appraisals, or other documents.
Receives various forms, reports, correspondence, legal advertisements, legal correspondence, election records, budget reports, invoices, time sheets, performance appraisals, statistical data, manuals, maps, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Oversees inventory of election equipment, forms, election supplies, office supplies, and other items; ensures availability of adequate materials to conduct work activities and elections; initiates orders for new/replacement materials.
Communicates with the Chief Registrar, Board of Voter Registrations & Elections, County officials, employees, poll workers, other departments, voters, candidates, elected officials, Secretary of State’s Office staff, SOS investigators, state agencies, legislative agencies, the public, the media, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
Attends various meetings as needed.
Maintains a comprehensive current knowledge of Federal, State, City and County codes in order to interpret, apply and ensure compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations. Maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends seminars, workshops and training sessions as appropriate.
Oversees the supervision and coordination of maintenance and upkeep of election facility and warehouse, vehicle, and grounds; ensures requests for maintenance or repair work have been submitted to address needed repairs in a timely manner.
Leads the department in ensuring compliance with all safety and health requirements; develops safety policies essential to the department; ensures all new departmental employees are trained on safety policies prior to commencing duties; ensures all departmental staff are trained annually on departmental safety policies ensuring safety standards are consistently followed; maintains safe and healthy working conditions ensuring minimal injury, accidents, liabilities and waste of materials within the department.
During the voting period of an election, responds to emergency situations on a twenty-four-hour basis.
Additional Functions
Performs notarization of documents as needed.
Responds to emergency situations and is prepared to work on a twenty-four-hour basis during peak times of voter registration and/or elections. Will be required to work early/late hours and weekends during election times and near voter registration/election deadlines.
Performs specialized and detail-oriented tasks adhering to strict deadlines.
Operates departmentally assigned motor vehicle and truck.
Performs Other Related Duties As Required.
Bachelor’s degree from an accredited college or university in Business/Public Administration, or closely related field ; supplemented by four (4) years of experience and/or training that includes administration of an elections office administration, election law and electoral procedures, election coordination, voter registration, budget administration, supervision, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain valid driver’s license. Must possess or obtain within two (2) years of hire a Georgia Election Official Certification. Must possess or maintain within one (1) month of hire a notary public license.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Receives general direction from the Director of Voter Registrations & Elections. Exercises direct supervision over professional and administrative staff. Responsible for planning, organizing, and managing staff operations, and activities of the Voter Registrations & Elections Department. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities, which include recommendation and implementation of policies, procedures, goals, objectives, priorities, and standards.
Incumbent serves as a professional level resource for organizational, managerial, technical, and operational analyses. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.
Plans, manages, and oversees the daily functions, operations, and activities of the Voter Registrations & Elections Department ensuring compliance with federal/state/local election codes and all applicable laws, rules, regulations, standards, policies, and procedures.
Conducts elections: supervises departmental personnel to ensure that all elections are conducted in accordance with state and federal laws and regulations; proposes locations and schedule for early voting and takes all steps necessary to secure locations; organizes equipment and staff deployment levels for early and Election Day voting; reviews training packets; monitors early voting traffic and election task lists; approves ballot layouts; and implements changes in procedures to resolve issues.
Ensures the rental of facilities to serve as polling places; ensures permanent and temporary changes are made to facilities to meet ADA and election requirements.
Coordinates development, research, writing, editing, design, production, publication and dissemination of various training materials, including, but not limited to, poll worker training and voter education outreach materials.
Supports, guides and responds to requests and directives from the Director and from the Board of Voter Registrations & Elections. In the Director’s absence, provides information, presents proposed changes and reports election certification details to the Board of Voter Registrations & Elections. Implements policies and actions made by the Board. Tracks and facilitates Board member appointments, swearing-in and officer elections. Plans, prepares, and manages logistics of Board of Voter Registrations & Elections regular monthly and special called meetings; communicates with and informs Board members in accordance with Board bylaws, policies and procedures.
Represents department to media, voters, other departments, municipalities and other stakeholders; represents department at Board of Commissioner meetings, Board of Voter Registrations and Elections meetings, and to the Secretary of State’s office; answers questions and provides information; coordinates work activities; reviews status of work; and resolves problems.
In the absence of the Director, serves as point of contact for providing information to the public regarding voter registration and elections; answers media inquiries and provides information to the media; determines timeliness and appropriateness of information to be released; approves all departmental press releases; writes press releases to be released to the media. Responsible for department website and all media released by the department or other county department on behalf of department/Board of Voter Registrations & Elections.
Consults with Chief Registrar, Board of Voter Registrations & Elections, the county attorney, County Manager, County Commissioners, and other officials to review department operations and activities, review/resolve problems, receive advice/direction, and provide recommendations.
Responds to complaints and questions related to department operations, activities, and issues. Provides technical assistance and information, researches problems, and initiates problem resolution.
Receives, prepares, forwards to attorney and/or responds to open records requests and legal requests.
Attends and schedules staff members to attend the state mandated voter registration and election training. Responsible for departmental training for all staff on all concepts of voter registrations and election regulations to include electronic voting systems such as voting machines, procedures, processes, and maintenance; state registrations system and absentee processes.
Assists the Director with qualifying candidates for county offices before each election cycle; oversees and directs recall elections and recounts.
Assists the Director with developing departmental budget and presenting to County Manager and Commissioners; administers approved budget; monitors expenditures to ensure compliance with approved budget; approves all financial transactions.
Conducts research for special projects; researches or compiles various statistical or administrative data; makes calculations as applicable; analyzes data and identifies trends; prepares/completes various reports, forms of research/projects to management; conducts research of Internet sites, hardcopy materials, or other sources as needed.
Determines operations, projects and activities of the Voter Registration & Election division, including voter registration activities, ballot preparation, Election Day activities, absentee by mail voting, advance voting, and tabulation of election results, election reporting, and office administration.
Oversees testing of electronic voting equipment; maintains inter-governmental security agreements.
Oversees preparation of consolidated reports of election results/records for submission to the Secretary of State,
Elections Division and Board of Voter Registrations & Elections.
Consults with State Reapportionment Office regarding reorganization and addition of new precincts; makes precinct changes requiring the creation of new lines and polling places; and notifies all affected voters of the changes and the impact on where they go to vote on Election Day
Provides assistance and information to the general public, registered voters, candidates, election officials, the media, or others concerning voter registration/election procedures, laws, timeframes, locations, documentation, or other issues; responds to questions/inquiries from the media regarding elections and related issues; responds to complaints and questions related to department operations; provides information, researches problems, and initiates problem resolution.
Provides information to candidates interested in qualifying for office; oversees mailing of disclosure reporting forms to public officials in accordance with established timetables; oversees receipt of completed disclosure reporting forms from public officials; maintains records of disclosure reports for public inspection.
Oversees the maintenance of various records including processing voter registration cards, purging, and updating voter lists.
Compiles various administrative and/or statistical data; performs research and makes applicable calculations; analyzes data and identifies trends; prepares/generates reports; submits reports to appropriate agencies/individuals as required.
Prepares or completes various forms, reports, correspondence, voter statistics, election results, legal correspondence, budget documents, training materials, performance appraisals, or other documents.
Receives various forms, reports, correspondence, legal advertisements, legal correspondence, election records, budget reports, invoices, time sheets, performance appraisals, statistical data, manuals, maps, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Oversees inventory of election equipment, forms, election supplies, office supplies, and other items; ensures availability of adequate materials to conduct work activities and elections; initiates orders for new/replacement materials.
Communicates with the Chief Registrar, Board of Voter Registrations & Elections, County officials, employees, poll workers, other departments, voters, candidates, elected officials, Secretary of State’s Office staff, SOS investigators, state agencies, legislative agencies, the public, the media, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
Attends various meetings as needed.
Maintains a comprehensive current knowledge of Federal, State, City and County codes in order to interpret, apply and ensure compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations. Maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends seminars, workshops and training sessions as appropriate.
Oversees the supervision and coordination of maintenance and upkeep of election facility and warehouse, vehicle, and grounds; ensures requests for maintenance or repair work have been submitted to address needed repairs in a timely manner.
Leads the department in ensuring compliance with all safety and health requirements; develops safety policies essential to the department; ensures all new departmental employees are trained on safety policies prior to commencing duties; ensures all departmental staff are trained annually on departmental safety policies ensuring safety standards are consistently followed; maintains safe and healthy working conditions ensuring minimal injury, accidents, liabilities and waste of materials within the department.
During the voting period of an election, responds to emergency situations on a twenty-four-hour basis.
Additional Functions
Performs notarization of documents as needed.
Responds to emergency situations and is prepared to work on a twenty-four-hour basis during peak times of voter registration and/or elections. Will be required to work early/late hours and weekends during election times and near voter registration/election deadlines.
Performs specialized and detail-oriented tasks adhering to strict deadlines.
Operates departmentally assigned motor vehicle and truck.
Performs Other Related Duties As Required.
Bachelor’s degree from an accredited college or university in Business/Public Administration, or closely related field ; supplemented by four (4) years of experience and/or training that includes administration of an elections office administration, election law and electoral procedures, election coordination, voter registration, budget administration, supervision, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain valid driver’s license. Must possess or obtain within two (2) years of hire a Georgia Election Official Certification. Must possess or maintain within one (1) month of hire a notary public license.