Elections Supervisor

Job Description

Assists the City Clerk in the administration, management, planning, coordination and oversight of the duties relate to the City’s elections functions, specifically to conduct all federal, state and municipal elections in accordance with Massachusetts election laws and regulations as well as the City charter; to manage the annual census in an effort to make a true list containing the name, occupation and residency.

Works with the Vital Statistics department to oversee the daily operations in the City Clerk’s Office including the issuance of various licenses and certificates, data processing, file maintenance, and budget tracking.

• Ensure all state and local elections are conducted in an efficient and effective manner. Compiles and maintains accurate lists of voters and residents. Works with the Secretary of the Commonwealth’s Election Division to make sure that election laws and regulations are adhered to. Create Election Calendar. Works with Police Department, School Department, Public Buildings Department, Department of Public Works and polling location partners to ensure timely and accurate set-up of polling locations.
• Ensure that the annual census is conducted in an efficient and effective manner. Oversees the procurement of census forms and all other materials necessary to conduct the census.
• Plans, prioritizes, assigns, supervises, reviews and participates in the work of staff responsible for the registration of voters, administration of elections, and census coordination.
• Oversee the creation of approved ballots and signage: proof reading, outsource printing with vendors.
• Coordinates and reviews the work plan for assigned functions, services, and activities; assigns work activities and projects; monitors workflow; reviews and evaluates work products, methods and procedures; meets with staff to identify and resolve problems; ensures work is performed accurately and that timelines are met; ensures compliance with established policies, procedures, and related regulations.
• Assists with interviewing and selecting assigned personnel and poll workers. Provides and/or coordinates staff and poll worker training in accordance with established policies and procedures. Works with employees to correct deficiencies; recommends discipline procedures to City Clerk.
• Assists in identifying opportunities for improving service delivery methods and procedures; identifies resource needs; reviews with City Clerk; implements goals and improvements.
• Performs the more technical and complex tasks of the department, which may include such duties as maintaining security and control over registration and elections documents; securing and storing petitions and voted and unvoted Vote-by-Mail and/or absentee official ballots; and supervising the petition process.
• Responds to and resolves complex customer inquiries and complaints by phone, email, or in person.
• Acts as department liaison to develop, implement and evaluate outreach strategies to educate and enhance public awareness and increase voter registrations.
• Develops, compiles, reconciles, and presents statistical data covering Vote-by-Mail and/or absentee voting, petition verification, voter registration to the City Clerk.
• Tests and Maintains inventory of election equipment and supplies necessary to conduct elections.
• Work weekends, holidays, and non-routine hours during peak operating times and election cycles.
• Provide Notary services to Newton residents.
• Performs related duties as assigned by City Clerk.

Management of the Elections department within the City Clerk’s office. Supervises volunteers and poll workers. Responsible for providing direction and assigning work, coordinating, and training employees of the City Clerk’s Office.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The incumbent must become a Notary Public and provide Notary services to Newton residents as well as a Commissioner to Qualify.

Associates…