Chief Deputy Registrar

Summary

Deputy Registrar

Serves as Deputy to the department head of the Department of Voter Registration and Elections. Performs complex professional and administrative work related to the administration of elections and day-to-day departmental operations. Assumes responsibility for departmental and staff supervision in the absence of the General Registrar. Work is performed under the direct supervision of the General Registrar. The Chief Deputy Registrar is appointed for a term not to exceed that of the appointing General Registrar and serves at his/her discretion.

Assists withplanning and directing office and field operations related to the administration of elections, including:

• Monitoring all election activities for compliance with State and Federal Election laws
• Collecting, preparing, and distributing all materials used to conduct elections
• Development of training materials and manuals for Election Officials and others
• Determining eligibility of applicants to register to vote and/or vote in accordance with law
• Coordinating voter education and outreach initiatives
• Overseeing management of voter registration records
• Supervising in-person absentee voting
• Processing absentee-by-mail ballot applications and accurately mailing, receiving, and processing absentee ballots
• Maintains current knowledge of Federal and State law regarding voter registration and election administration, as well as State Board of Elections and local policies and procedures
• Maintains voter rolls: Enters voters into online state database, scans and attaches digital images of registration documents, cancels registrations of ineligible voters, transfers records to other localities, and assists voters with registration procedures
• Coordinates all mailings for voter correspondence including new registrations, denied applications, cancelled registrations, and other Code-required mailings as needed
• Provides information to elected officials, candidates for office, state, and local political parties, and performs audits of campaign and candidate forms
• Greets visitors and general public in-person and by telephone responding to voter questions, complaints, and requests for service and initiating problem resolution
• Provides administrative support to the members of the Electoral Board
• Participates in State-mandated training, certification programs, conferences, seminars, and meetings as a representative of the Department
• Performs accounts payable and procurement duties and assists with budget preparation
• Assists General Registrar in long-range planning for the department
• Assumes all the duties and responsibilities of the General Registrar in their absence and serves as a second-in-command
• Any duties assigned by the General Registrar

Education and Experience: Education equivalent to a high school diploma supplemented by 3 years of experience. Special Qualifications: Must be a qualified voter in the Commonwealth of Virginia (24.2-112, Code of Virginia). Must obtain satisfactory results of a criminal history background check. A Virginia Registered Election Official (VREO) or Certified Elections Registration Administrator (CERA) Certification is not required for hire, but progress toward certification must begin within 12 months of start date. Knowledge, Skills, and Abilities:

• Knowledge of supervisory principles and practices; ability to delegate assignments and to plan, train and supervise professional and technical work
• Ability to communicate complex ideas effectively
• Ability to establish and maintain working relationships with co-workers, elected officials, candidates for office, state and local agencies, political party representatives, media representatives and the general public
• Ability to utilize automated information systems (personal computer, state voter registration system)
• Comprehensive knowledge of standard office practices, procedures, and equipment
• Ability to maintain complex records
• Ability to work under pressure and make impartial decisions
• Proficient with the online state Voter Registration database; demonstrates user level skill in specialized software applications beyond basic software packages

Physical Demands This position classifies the physical exertion requirements as moderate. Tasks typically involve some combination of stooping, kneeling, crouching, and crawling. Tasks may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). Requires ability to perform coordinated movements, perceive and discriminate sounds, visual perception, and oral communication. Some evening and weekend work required. Requires operation of a variety of standard office machines. Work Environment Essential functions are regularly performed in an office setting without exposure to extreme conditions. Frequent contact is made with County staff, general public, candidates and elected officials. Overtime may be required as workload dictates. Disclaimer The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications as required of employees assigned to this job. In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. General Sign-off: The employee is expected to adhere to all County policies and to act as a role model in the adherence to the policies.

Benefits

County of Culpeper Benefits Full-time employees have access to a wide variety of benefits, including medical, dental, retirement, life insurance, optional life and disability insurance plans, flexible spending accounts, and a deferred compensation program. Retirement As a condition of full-time employment, each individual is enrolled in a retirement plan with the Virginia Retirement System that provides a monthly benefit to all retirees for life. VRS Plans 1 and 2 and the VRS Enhanced Hazardous Duty plans are defined benefit plans. The VRS Hybrid plan consists of both a defined benefit plan and a defined contribution plan. All individuals are required to contribute 5% of their gross salary to their retirement account each month as a condition of employment. Life Insurance The County of Culpeper provides a basic life insurance plan for all eligible employees. The coverage amount is an employee's annual salary, rounded up to the next highest thousand, then multiplied by 2. The County pays 100% of the cost of this benefit. Additional coverage may be purchased. Medical Insurance The County offers two (2) medical plans: an HMO & an HSA. Dental Insurance The County offers three comprehensive dental plans for employees and their eligible dependents. Holiday/Vacation/Sick Accruals The County follows the state calendar for paid holidays. Vacation and sick accrual depend on the agency, office, or department in which an individual is employed. Pay for Performance The County currently utilizes a merit pay system to determine employee salary increases. This does not apply to Culpeper Human Services. Short Term Disability The County offers basic income protection in the event an employee is unable to perform the essential functions of his or her position. The County pays for this coverage for all VRS members. Long Term Disability The County also offers additional income protection that will continue beyond the short term disability period until an employee is able to return to work or reaches retirement age. This coverage is provided for a nominal cost to employees covered under VRS Plans 1 and 2 and the VRS Enhanced Hazardous Duty plan. This coverage is provided at no cost to all employees covered under the VRS Hybrid plan. Voluntary Insurance Program The County offers voluntary insurance programs through a variety of insurance carriers. These include: Accident Plan Cancer Plan Whole Life Insurance Critical Illness Plans Flexible Spending Account The County offers a Flexible Spending Account (FSA) that allows employees to set aside up to $2,500 annually, on a pre-tax basis via payroll deductions, to pay for eligible medical, dental, or vision expenses. The IRS regulates this program and runs concurrently with the benefit plan year. Dependent Care Assistance Program The County offers a Dependent Care Assistance Program that allows employees to set aside up to $5,000 annually, on a pre-tax basis via payroll deductions, to pay eligible dependent care expenses. The IRS regulates this program and runs concurrently with the benefit plan year. Open enrollment is held annually. Deferred Compensation The County offers a 457 as another alternative to set aside money for retirement. This employer uses E-Verify For more information please go to:

Job Description

Deputy Registrar

Serves as Deputy to the department head of the Department of Voter Registration and Elections. Performs complex professional and administrative work related to the administration of elections and day-to-day departmental operations. Assumes responsibility for departmental and staff supervision in the absence of the General Registrar. Work is performed under the direct supervision of the General Registrar. The Chief Deputy Registrar is appointed for a term not to exceed that of the appointing General Registrar and serves at his/her discretion.

Assists withplanning and directing office and field operations related to the administration of elections, including:

• Monitoring all election activities for compliance with State and Federal Election laws
• Collecting, preparing, and distributing all materials used to conduct elections
• Development of training materials and manuals for Election Officials and others
• Determining eligibility of applicants to register to vote and/or vote in accordance with law
• Coordinating voter education and outreach initiatives
• Overseeing management of voter registration records
• Supervising in-person absentee voting
• Processing absentee-by-mail ballot applications and accurately mailing, receiving, and processing absentee ballots
• Maintains current knowledge of Federal and State law regarding voter registration and election administration, as well as State Board of Elections and local policies and procedures
• Maintains voter rolls: Enters voters into online state database, scans and attaches digital images of registration documents, cancels registrations of ineligible voters, transfers records to other localities, and assists voters with registration procedures
• Coordinates all mailings for voter correspondence including new registrations, denied applications, cancelled registrations, and other Code-required mailings as needed
• Provides information to elected officials, candidates for office, state, and local political parties, and performs audits of campaign and candidate forms
• Greets visitors and general public in-person and by telephone responding to voter questions, complaints, and requests for service and initiating problem resolution
• Provides administrative support to the members of the Electoral Board
• Participates in State-mandated training, certification programs, conferences, seminars, and meetings as a representative of the Department
• Performs accounts payable and procurement duties and assists with budget preparation
• Assists General Registrar in long-range planning for the department
• Assumes all the duties and responsibilities of the General Registrar in their absence and serves as a second-in-command
• Any duties assigned by the General Registrar

Education and Experience: Education equivalent to a high school diploma supplemented by 3 years of experience. Special Qualifications: Must be a qualified voter in the Commonwealth of Virginia (24.2-112, Code of Virginia). Must obtain satisfactory results of a criminal history background check. A Virginia Registered Election Official (VREO) or Certified Elections Registration Administrator (CERA) Certification is not required for hire, but progress toward certification must begin within 12 months of start date. Knowledge, Skills, and Abilities:

• Knowledge of supervisory principles and practices; ability to delegate assignments and to plan, train and supervise professional and technical work
• Ability to communicate complex ideas effectively
• Ability to establish and maintain working relationships with co-workers, elected officials, candidates for office, state and local agencies, political party representatives, media representatives and the general public
• Ability to utilize automated information systems (personal computer, state voter registration system)
• Comprehensive knowledge of standard office practices, procedures, and equipment
• Ability to maintain complex records
• Ability to work under pressure and make impartial decisions
• Proficient with the online state Voter Registration database; demonstrates user level skill in specialized software applications beyond basic software packages

Physical Demands This position classifies the physical exertion requirements as moderate. Tasks typically involve some combination of stooping, kneeling, crouching, and crawling. Tasks may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). Requires ability to perform coordinated movements, perceive and discriminate sounds, visual perception, and oral communication. Some evening and weekend work required. Requires operation of a variety of standard office machines. Work Environment Essential functions are regularly performed in an office setting without exposure to extreme conditions. Frequent contact is made with County staff, general public, candidates and elected officials. Overtime may be required as workload dictates. Disclaimer The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications as required of employees assigned to this job. In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. General Sign-off: The employee is expected to adhere to all County policies and to act as a role model in the adherence to the policies.

Benefits

County of Culpeper Benefits Full-time employees have access to a wide variety of benefits, including medical, dental, retirement, life insurance, optional life and disability insurance plans, flexible spending accounts, and a deferred compensation program. Retirement As a condition of full-time employment, each individual is enrolled in a retirement plan with the Virginia Retirement System that provides a monthly benefit to all retirees for life. VRS Plans 1 and 2 and the VRS Enhanced Hazardous Duty plans are defined benefit plans. The VRS Hybrid plan consists of both a defined benefit plan and a defined contribution plan. All individuals are required to contribute 5% of their gross salary to their retirement account each month as a condition of employment. Life Insurance The County of Culpeper provides a basic life insurance plan for all eligible employees. The coverage amount is an employee's annual salary, rounded up to the next highest thousand, then multiplied by 2. The County pays 100% of the cost of this benefit. Additional coverage may be purchased. Medical Insurance The County offers two (2) medical plans: an HMO & an HSA. Dental Insurance The County offers three comprehensive dental plans for employees and their eligible dependents. Holiday/Vacation/Sick Accruals The County follows the state calendar for paid holidays. Vacation and sick accrual depend on the agency, office, or department in which an individual is employed. Pay for Performance The County currently utilizes a merit pay system to determine employee salary increases. This does not apply to Culpeper Human Services. Short Term Disability The County offers basic income protection in the event an employee is unable to perform the essential functions of his or her position. The County pays for this coverage for all VRS members. Long Term Disability The County also offers additional income protection that will continue beyond the short term disability period until an employee is able to return to work or reaches retirement age. This coverage is provided for a nominal cost to employees covered under VRS Plans 1 and 2 and the VRS Enhanced Hazardous Duty plan. This coverage is provided at no cost to all employees covered under the VRS Hybrid plan. Voluntary Insurance Program The County offers voluntary insurance programs through a variety of insurance carriers. These include: Accident Plan Cancer Plan Whole Life Insurance Critical Illness Plans Flexible Spending Account The County offers a Flexible Spending Account (FSA) that allows employees to set aside up to $2,500 annually, on a pre-tax basis via payroll deductions, to pay for eligible medical, dental, or vision expenses. The IRS regulates this program and runs concurrently with the benefit plan year. Dependent Care Assistance Program The County offers a Dependent Care Assistance Program that allows employees to set aside up to $5,000 annually, on a pre-tax basis via payroll deductions, to pay eligible dependent care expenses. The IRS regulates this program and runs concurrently with the benefit plan year. Open enrollment is held annually. Deferred Compensation The County offers a 457 as another alternative to set aside money for retirement. This employer uses E-Verify For more information please go to: