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HomeMy WebLinkAbout2.208.1 ELECTIONS SPECIALIST II 20240416PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 2.208.1 Class Specifications for the Class: ELECTIONS SPECIALIST II SR-20, BU-13 Duties Summary: Supervises and directs the administrative housekeeping and office services functions of the division; plans and directs the absentee registration and voting program for the County; participates in the development of public educational, promotional, and informational activities relative to the elections program; and performs other related duties as required. Distinguishing Characteristics: This class is distinguished for its responsiblity for directing the division's administrative housekeeping and office service functions, and plans and directs the County's absentee voting program. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position). • Coordinates the recruitment and selection of elections staff and oversees the preparation of employment contracts and the processing of payroll and personnel transactions; • Develops work procedures, guidelines, and job performance standards; coordinates and provides orientation and training to staff; • Plans, assigns, supervises, and reviews the work of the voter registrars and election clerks; • Oversees the County's absentee voting program; supervises the procurement, collection, counting, and security of walk-in and mail absentee ballots; supervises the processing of all requests and applications for absentee registration; recommends final acceptance of absentee registration applications and voting ballots; plans and coordinates the operation and supervision of personnel at rural absentee stations; supervises the scanning and retrieval of absentee mail ballot signatures; coordinates the installation of the on-line computer system for the absentee voting stations; PART I ELECTIONS SPECIALIST II 2 2.208.1 • Plans and coordinates educational and informational activities relative to the elections program; coordinates the school elections program; participates in presentations at community meetings; prepares informational brochures and media releases; • Supervises the processing of all voter registration documents, the updating and maintenance of voter registration information, and the notification of voting poll locations to voters; • Supervises the confidentiality and security of voter registration information; oversees the release of information; • Oversees the development and maintenance of the elections record system; coordinates the retention of election records on microfilm with State Archives; • Extracts data and prepares reports and analyses relative to election and registration matters; • Supervises the candidate nomination and filing process for Federal, State, and County elections; provides information and assistance to applicants; oversees the collection of fees and the maintenance of records; coordinates the filing of Campaign Spending reports and records; • Participates in the overall assessment of the elections program activities; provides appropriate analyses, conclusions, and recommendations for improvement; • Evaluates and responds to a variety of requests or complaints from the public involving research, interpretation, and explanation of policies, laws, rules, ordinances, and operations regarding registration; • Supervises the maintenance of all fiscal records and reports; supervises and maintains the inventory control of supplies and equipment; processes all requisitions, purchase orders, invoices, petty cash vouchers, etc.; participates in the preparation and justification of the division's annual budget; • Verifies and ensures proper recording of charges for both County and State payrolls. • Keeps abreast of election laws; informs staff of changes; participates in the implementation of applicable program changes; • Attends the Association of Clerks and Election Officers of Hawaii (ACEOH) meetings; participates in the ACEOH's development and implementation of policies relative to voter registration and elections; and • Performs other related duties as assigned. PART I ELECTIONS SPECIALIST II 3 2.208.1 Knowledge of: Federal, State, and County laws and regulations governing voter registration and elections; principles and practices of supervision; principles and practices of office management; effective means of disseminating information through the various media; and report writing. Ability to: Plan, organize, direct, and coordinate administrative housekeeping and office services functions; evaluate operations and recommend changes for improvement; prepare clear and concise reports; deal tactfully with public officials, general public, and other employees; effectively communicate information to the general public, orally and in writing. This is the first specification for the class, ELECTIONS SPECIALIST II. Approved:December 28, 2023 (date)ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 2.208.1 Minimum Qualification Specifications for the Class: ELECTIONS SPECIALIST II SR-20, BU-13 Training and Experience: A combination of education and experience substantially equivalent to graduation from an accredited college or university with a major in public or business administration, political science, or a related field; and • one (1) year of professional business or administrative work experience; and • one (1) year of administrative work experience in governmental elections and registration activities. Substitutions Allowed: The following may be substituted for education: General professional work experience or education credits can be substituted for up to two (2) years of the Bachelor’s degree such as: A. Full-time progressively responsible professional, technical, or substantive work experience demonstrating the scope, level, and quality of work comparable to a curriculum leading to an Associate’s, Bachelor’s, or Master’s degree. B. Successful completion of semester credits in a curriculum leading to a degree or diploma at an accredited community college, trades school, college, or university (15 semester credits = 6 months). Specialized professional work experience in public or business administration, political science, or a related field or education credits in public or business administration, political science, or a related field can be substituted for up to four (4) years of the bachelor’s degree such as: A. Full-time progressively responsible professional, technical, or substantive work experience demonstrating the scope, level, and quality of work comparable to a curriculum leading to an Associate’s, Bachelor’s, or Master’s degree. B. Successful completion of semester credits specific to public or business administration, political science, or a related field leading to a degree or diploma from an accredited community college, trades school, college, or university (15 semester credits = 6 months). PART II ELECTIONS SPECIALIST II 2 2.208.1 A Master’s or PhD degree in public or business administration, political science, or a related field may be substituted for the education requirement. The following may be substituted for experience: A. Successful completion of semester credits specific in public or business administration, political science, or a related field leading towards a Bachelor’s, Master’s, or PhD degree from an accredited college or university, may be substituted for up to one (1) year of professional business or administrative work experience. (15 semester credits = 6 months). B. A Master’s degree in public or business administration, political science, or a related field from an accredited college or university may be substituted for one (1) year of professional business or administrative work experience. C. A Doctorate’s degree in public or business administration, political science, or a related field from an accredited college or university may be substituted for one (1) year of professional business or administrative work experience. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degree, transcripts must be provided, and a thorough review will be conducted by the human resources staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that they have the ability to perform the duties of the position for which they are being considered. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Department/Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. PART II ELECTIONS SPECIALIST II 3 2.208.1 License Requirement: Possession of the appropriate licenses or certificates as required of the position. Test: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light This is an amendment to the specification for the class ELECTIONS SPECIALIST II, which was approved on December 28, 2023, and is to be substituted for that specification. Approved: April 16, 2024 (date) ANNETTE L. ANDERSON Director of Human Resources