Elections Administration Manager (Manager IV) ID-19426
About the position
A career with Johnson County Government is more than just a job; it is an opportunity to serve a diverse and expanding community in meaningful ways. We challenge ourselves to be a different kind of government because we care deeply about our community and each other. Committed to our shared values, we provide excellent public service, seeking always to improve ourselves and our organization. We offer wonderful benefits, retirement plans, wellness incentives, a great organizational culture, and much more! If you're searching for something more than just a job, something akin to a calling, then consider the challenge and opportunity of being a member of Johnson County Government! The Election Administration Manager will oversee and manage the financial and administrative functions essential for the smooth operation of the office. This role involves knowing, following, developing and implementing financial policies, budgeting, and financial reporting, as well as ensuring compliance with relevant regulations. Additionally, the manager is responsible for administrative tasks such as payroll, procurement, facilities, and general office operations. If you are looking for a rewarding experience, then consider joining our Election Office as an Election Administration Manager. The Election Administration Manager will independently manage the Election Commission Office functions and direct the day-to-day administrative support; devise procedures for complex or specialized functions; anticipate and develop procedures/tools to prevent or solve unusual problems; analyze short and long-range administrative needs such as space and staffing of functional area; serve as a member of the Election Commission Executive Team; supervise staff members in the Election Commission Office; use independent judgement and discretion to ensure high quality customer satisfaction of administrative support; act as liaison between administrative team and ELC management in processing work and resolving problems; coordinate and conduct regular all-staff meetings; determine, modify, and implement administrative policies, procedures, and methods to improve office practices; exercise discretion in office policy interpretations; resolve a wide variety of operational problems requiring sound judgment; recommend exceptions to administrative policies that are subject to review; design and use spreadsheets and databases to interpret and organize information; provide customized reports to others in the work unit. The manager will analyze data and develop recommendations and projections for the department/agency; administer complex funds, projects, contracts, or grants; perform duties requiring entry level professional knowledge of accounting; reconcile, monitor and resolve non-routine and complex problems; perform accounting functions that have office and countywide impact; research and recommend equipment, vendors, and prices; coordinate the purchase of non-standard items such as multi-fund purchases; resolve issues and disputes with vendors and identify the need for increased levels of contract monitoring and equipment maintenance; authorize requests for goods and services; monitor contract compliance by tracking Contracts/Renewals for the department and coordinate with each to assure renewals occur timely and appropriate purchasing rules/requirements are followed; act as Purchasing Card manager; ensure compliance with Johnson County procurement procedures including the Request for Proposal process. The manager will also be responsible for the recruitment process of positions; schedule interviews; perform reference checks; send offer and regret letters to applicants; oversee the entry of all new hire information into the Oracle HR system; ensure new staff have IT equipment and a workspace; plan first day; schedule training and orientation of new employees; provide and explain relevant policies and procedures; compose routine correspondence on behalf of senior management; resolve personnel processing problems with interpretation from appropriate sources (e.g., Partner, HR Manager, HR Director); serve as liaison between supervisor/manager and HR regarding routine personnel actions; advise supervisor and provide information regarding HR policies and procedures; coordinate administrative staff recruitment, including interviews and hiring; perform orientations and/or schedule trainings as needed for employees in the office to ensure a positive onboarding experience; manage staff who conduct tasks associated with payroll processing such as verifying timesheets, finding, researching, and providing resolution to payroll discrepancies; complete and verify data entry; provide information and answers questions from staff regarding payroll issues; maintain attendance and leave tracking records; act as office resource in data management systems, and provide training to new users; coordinate Family and Medical Leave, in partnership with HR, according to policies, procedures, and guidelines. The manager will identify and actively pursue funding opportunities that comply with all state and federal statutes, and provide leadership in coordinating with federal and state partners to prepare grant applications; administer/manage federal and state grants; meet measurement and reporting requirements; research, draft and work within a team to construct well-written, persuasive applications and proposals for program development; track funding received to assist in grant management and monitoring; prepare grants reports as needed; serve as a clearinghouse for organizational information required for grant applications (background, history, standard forms); ensure compliance with all statutory limits regarding the funding of elections; ensure Johnson County Policy and Procedures are followed regarding acquiring grants. The manager will serve as primary Facilities liaison; oversee daily building operations; act as project manager for office and department moves. Coordinate the budget development process with the Budget & Financial Planning (BFP) throughout the budget cycle, including review and preparation of the department's budget information to the Board of County Commissioners (BOCC). Review and update salary, operating budget, revenue estimates, and other data in the enterprise Budget Management System (BMS). Salary budget effort includes confirming department position count, updating position assignments (to team/cost centers) and adjusting salary amounts as needed; create and maintain databases; generate unique reports; create complex spreadsheets; gather statistics based on information compiled from various sources in an effort to draw conclusions and make recommendations; diagnose and resolve software/hardware problems using substantive computer/software knowledge; design and lay out publications using specialized software packages. Serve as primary liaison with DTI, ensure all devices are inventoried; manage replacement schedule, ensure guidelines are followed regarding procurement of new systems/hardware/software or applications, serve as project manager for IT projects.
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Responsibilities
- Independently manage the Election Commission Office functions and direct the day-to-day administrative support.
- Devise procedures for complex or specialized functions.
- Anticipate and develop procedures/tools to prevent or solve unusual problems.
- Analyze short and long-range administrative needs such as space and staffing of functional area.
- Serve as a member of the Election Commission Executive Team.
- Supervise staff members in the Election Commission Office.
- Use independent judgement and discretion to ensure high quality customer satisfaction of administrative support.
- Act as liaison between administrative team and ELC management in processing work and resolving problems.
- Coordinate and conduct regular all-staff meetings.
- Determine, modify, and implement administrative policies, procedures, and methods to improve office practices.
- Exercise discretion in office policy interpretations.
- Resolve a wide variety of operational problems requiring sound judgment.
- Recommend exceptions to administrative policies that are subject to review.
- Design and use spreadsheets and databases to interpret and organize information.
- Provide customized reports to others in the work unit.
- Analyze data and develop recommendations and projections for the department/agency.
- Administer complex funds, projects, contracts, or grants.
- Perform duties requiring entry level professional knowledge of accounting.
- Reconcile, monitor and resolve non-routine and complex problems.
- Perform accounting functions that have office and countywide impact.
- Research and recommend equipment, vendors, and prices.
- Coordinate the purchase of non-standard items such as multi-fund purchases.
- Resolve issues and disputes with vendors and identify the need for increased levels of contract monitoring and equipment maintenance.
- Authorize requests for goods and services.
- Monitor contract compliance by tracking Contracts/Renewals for the department and coordinate with each to assure renewals occur timely and appropriate purchasing rules/requirements are followed.
- Act as Purchasing Card manager; ensure compliance with Johnson County procurement procedures including the Request for Proposal process.
- Responsible for the recruitment process of positions; schedule interviews; perform reference checks; send offer and regret letters to applicants.
- Oversee the entry of all new hire information into the Oracle HR system; ensure new staff have IT equipment and a workspace; plan first day; schedule training and orientation of new employees.
- Provide and explain relevant policies and procedures; compose routine correspondence on behalf of senior management.
- Resolve personnel processing problems with interpretation from appropriate sources (e.g., Partner, HR Manager, HR Director).
- Serve as liaison between supervisor/manager and HR regarding routine personnel actions; advise supervisor and provide information regarding HR policies and procedures.
- Coordinate administrative staff recruitment, including interviews and hiring; perform orientations and/or schedule trainings as needed for employees in the office to ensure a positive onboarding experience.
- Manage staff who conduct tasks associated with payroll processing such as verifying timesheets, finding, researching, and providing resolution to payroll discrepancies.
- Complete and verify data entry; provide information and answers questions from staff regarding payroll issues; maintain attendance and leave tracking records.
- Act as office resource in data management systems, and provide training to new users; coordinate Family and Medical Leave, in partnership with HR, according to policies, procedures, and guidelines.
- Identify and actively pursue funding opportunities that comply with all state and federal statutes, and provide leadership in coordinating with federal and state partners to prepare grant applications.
- Administer/manage federal and state grants; meet measurement and reporting requirements; research, draft and work within a team to construct well-written, persuasive applications and proposals for program development.
- Track funding received to assist in grant management and monitoring; prepare grants reports as needed; serve as a clearinghouse for organizational information required for grant applications (background, history, standard forms).
- Ensure compliance with all statutory limits regarding the funding of elections; ensure Johnson County Policy and Procedures are followed regarding acquiring grants.
- Serve as primary Facilities liaison; oversee daily building operations; act as project manager for office and department moves.
- Coordinate the budget development process with the Budget & Financial Planning (BFP) throughout the budget cycle, including review and preparation of the department's budget information to the Board of County Commissioners (BOCC).
- Review and update salary, operating budget, revenue estimates, and other data in the enterprise Budget Management System (BMS).
- Create and maintain databases; generate unique reports; create complex spreadsheets; gather statistics based on information compiled from various sources in an effort to draw conclusions and make recommendations.
- Diagnose and resolve software/hardware problems using substantive computer/software knowledge; design and lay out publications using specialized software packages.
- Serve as primary liaison with DTI, ensure all devices are inventoried; manage replacement schedule, ensure guidelines are followed regarding procurement of new systems/hardware/software or applications, serve as project manager for IT projects.
Requirements
- A bachelor's degree in Business Administration, Management, Accounting, Finance, Human Resources, Communications or relevant field.
- Five (5) years office management, finance analyst, election office or relevant experience.
- One (1) year leading, directing, supervising or coordinating the work of others is required.
- Experience in the public sector and specifically in Elections is preferred.
- Experience can substitute for education. Education can substitute for experience.
Nice-to-haves
- Experience in the public sector and specifically in Elections is preferred.
Benefits
- Wellness program
- Retirement plan
