Deputy Registrar

Deputy Registrar

The City of Lynchburg is an Equal Opportunity Employer. The Deputy Registrar performs routine professional work in the administration of the Office of the Registrar, with supervision by the Registrar. Performs related tasks as required in the absence of the Registrar, exercising discretion and judgment.

Appointment as Deputy Registrar is by Virginia State Code §24.2-112 for a term set by the Lynchburg City Electoral Board but is not longer than the end of the current General Registrar's four-year appointment. (Virginia State Code §24.2-110 sets the Registrar's term as four years with the appointment process taking place every four years beginning July 1, 2007.) There is no expectation of reappointment. Deputy Registrars may or may not be reappointed at the beginning of the next General Registrar appointment.

Essential duties and responsibilities include the following:

• Answers the telephone and greets walk-in visitors; responds to questions and/or refers callers to the Registrar as appropriate.
• Registers citizens to vote and completes data entry of voter registration and absentee ballot applications into the Virginia Elections and Registration Information System (VERIS).
• Answers inquiries concerning voter registration laws, election wards, legislative districts, and other duties as assigned to ensure successful planning, implementation and follow-up of Voter Registration processes and services.
• Proofreads previously entered voter registration applications and prepares voter registration cards for mailing.
• Prints and verifies accuracy of daily reports from State Board of Elections before mailing of voter cards.
• Assumes responsibility for the office in the incapacity of the Registrar.
• Verifies Virginia Voter status of those who have applied to become officers of election, preparing and updated application list for presentation by the Registrar at the monthly Electoral Board meeting for their decision regarding Election Officer appointments. Coordinates with Electoral Board Secretary to maintain an accurate list of contact information for all appointed officers of election.
• When requested, assist with the preparation of payroll for election officials and staff.
• When requested, assists with the preparation of purchase orders and payment of monthly invoices prior to approval by the Registrar.
• Assists candidates filing for office. Reviews and verifies petition validity, utilizing statewide database, and reviews number of signatures for certification as required by law. Presents to Registrar for final approval.
• Prepares absentee ballot sets. Accepts and reviews absentee ballot applications by mail and in person; certifies registration of applicants and mails ballots and assists with in-person absentee balloting.
• Prepares and mails notices to other states for voters who have moved into Virginia and registered locally.
• Schedules and coordinates outside registration drives and maintains inventory of off-site application boxes.
• Assists Registrar and Electoral Board with training of part-time/seasonal staff, and mandatory election officer training prior to each election.
• Maintains inventory of office, registration, and election supplies. Prepares election materials for polling places and assists Electoral Board with receipt of election supplies and materials returned at the end of Election Day.

Additional duties may include:

Other duties to provide direct or indirect service to the citizens may be assigned.

When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery.

Supervisory duties:

There are no supervisory duties assigned to this position.

Minimum education and experience required:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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. Education and/or Experience High school diploma or equivalent required. Prior experience working in a Registrar's Office and/or experience supporting elections or serving as an Officer of Elections is preferred.

Additional requirements:

Knowledge of Federal, State, and City voter registration and election laws and regulations.

Excellent customer service skills.

Effective communications skills and the ability to make public presentations.

Able to follow detailed instructions with precision.

Willing to work non-standard hours during election season.

The City offers an array of benefits combined with direct salary/wages in order to establish a total compensation package that supports the City's goals of attracting, rewarding, and retaining employees who are both representatives of the community and are also able to deliver exceptional services.

• Employees in full-time positions are eligible for the following benefits:
  • Medical, dental, and vision coverage
  • Retirement through the Virginia Retirement System (VRS); the City's contribution is based on a rate determined bi-annually by the VRS Board and employees pay 5% of base pay (pre-tax) towards their VRS benefit
  • Life insurance at no cost to the employee
  • Optional benefits such as 457 deferred compensation, Roth IRA, flexible spending accounts, etc.
  • Eligibility for parental leave and tuition assistance
  • Paid Time Off
• Employees in hourly and part-time positions may be eligible for benefits depending on the position

Employees of the City of Lynchburg may also be eligible for the Public Service Loan Forgiveness Program for federal student loans.

Additional information about City benefits can be found on our website and in the Employment Policies & Procedures.

Deputy Registrar

The City of Lynchburg is an Equal Opportunity Employer. The Deputy Registrar performs routine professional work in the administration of the Office of the Registrar, with supervision by the Registrar. Performs related tasks as required in the absence of the Registrar, exercising discretion and judgment.

Appointment as Deputy Registrar is by Virginia State Code §24.2-112 for a term set by the Lynchburg City Electoral Board but is not longer than the end of the current General Registrar's four-year appointment. (Virginia State Code §24.2-110 sets the Registrar's term as four years with the appointment process taking place every four years beginning July 1, 2007.) There is no expectation of reappointment. Deputy Registrars may or may not be reappointed at the beginning of the next General Registrar appointment.

Essential duties and responsibilities include the following:

• Answers the telephone and greets walk-in visitors; responds to questions and/or refers callers to the Registrar as appropriate.
• Registers citizens to vote and completes data entry of voter registration and absentee ballot applications into the Virginia Elections and Registration Information System (VERIS).
• Answers inquiries concerning voter registration laws, election wards, legislative districts, and other duties as assigned to ensure successful planning, implementation and follow-up of Voter Registration processes and services.
• Proofreads previously entered voter registration applications and prepares voter registration cards for mailing.
• Prints and verifies accuracy of daily reports from State Board of Elections before mailing of voter cards.
• Assumes responsibility for the office in the incapacity of the Registrar.
• Verifies Virginia Voter status of those who have applied to become officers of election, preparing and updated application list for presentation by the Registrar at the monthly Electoral Board meeting for their decision regarding Election Officer appointments. Coordinates with Electoral Board Secretary to maintain an accurate list of contact information for all appointed officers of election.
• When requested, assist with the preparation of payroll for election officials and staff.
• When requested, assists with the preparation of purchase orders and payment of monthly invoices prior to approval by the Registrar.
• Assists candidates filing for office. Reviews and verifies petition validity, utilizing statewide database, and reviews number of signatures for certification as required by law. Presents to Registrar for final approval.
• Prepares absentee ballot sets. Accepts and reviews absentee ballot applications by mail and in person; certifies registration of applicants and mails ballots and assists with in-person absentee balloting.
• Prepares and mails notices to other states for voters who have moved into Virginia and registered locally.
• Schedules and coordinates outside registration drives and maintains inventory of off-site application boxes.
• Assists Registrar and Electoral Board with training of part-time/seasonal staff, and mandatory election officer training prior to each election.
• Maintains inventory of office, registration, and election supplies. Prepares election materials for polling places and assists Electoral Board with receipt of election supplies and materials returned at the end of Election Day.

Additional duties may include:

Other duties to provide direct or indirect service to the citizens may be assigned.

When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery.

Supervisory duties:

There are no supervisory duties assigned to this position.

Minimum education and experience required:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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. Education and/or Experience High school diploma or equivalent required. Prior experience working in a Registrar's Office and/or experience supporting elections or serving as an Officer of Elections is preferred.

Additional requirements:

Knowledge of Federal, State, and City voter registration and election laws and regulations.

Excellent customer service skills.

Effective communications skills and the ability to make public presentations.

Able to follow detailed instructions with precision.

Willing to work non-standard hours during election season.

The City offers an array of benefits combined with direct salary/wages in order to establish a total compensation package that supports the City's goals of attracting, rewarding, and retaining employees who are both representatives of the community and are also able to deliver exceptional services.

• Employees in full-time positions are eligible for the following benefits:
  • Medical, dental, and vision coverage
  • Retirement through the Virginia Retirement System (VRS); the City's contribution is based on a rate determined bi-annually by the VRS Board and employees pay 5% of base pay (pre-tax) towards their VRS benefit
  • Life insurance at no cost to the employee
  • Optional benefits such as 457 deferred compensation, Roth IRA, flexible spending accounts, etc.
  • Eligibility for parental leave and tuition assistance
  • Paid Time Off
• Employees in hourly and part-time positions may be eligible for benefits depending on the position

Employees of the City of Lynchburg may also be eligible for the Public Service Loan Forgiveness Program for federal student loans.

Additional information about City benefits can be found on our website and in the Employment Policies & Procedures.

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