Deputy Registrar

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

**Job Overview**

The Deputy Registrar - Absentee Voting Specialist will be responsible for ensuring the integrity of the democratic process in James City County by managing all aspects of absentee voting, including mail/email applications, ballot issuance, and voter communication.

Key Responsibilities

• Process 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.
• Communicate with, manage and maintain records for military, overseas, and federal voters (UOCAVA) while ensuring the applications are up-to-date and provides renewal information throughout the year.
• Process, mail/emails ballots to 8k+ absentee voters.
• Receive, process, and ensure all ballot envelopes are properly reviewed for completeness and promptly communicate with voters any deficiencies while ensuring voter privacy.
• Serve as direct liaison between the Office of Elections and vendors that pertain to the absentee voting process.
• Provide direct supervision for on-call staff and volunteers as it pertains to absentee voting by mail/email.
• Design, implement, and maintain tracking and projection spreadsheets as it pertains to absentee voting by mail/email.
• Maintain absentee records for all elections in accordance with retention requirements established by the Library of Virginia.
• Design, implement, and maintain ongoing annual calendar for tasks required as it pertains to absentee voting by mail/email.
• Recognize and project stringent deadlines; ensure staffing and supplies are in place to meet such deadlines; manage and maintain all absentee mail supplies and assists with future projections for supply/absentee infrastructure needs including postage.
• Prepare, maintain, updates and prints forms, envelopes, binders and labels, as needed, for all Election Day precincts.
• Support 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.
• Manage and respond 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.