Elections Administration Manager (Manager IV)

Overview

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!

Job Description

Our government rests on the foundation of citizens choosing the representatives who govern us. Consequently, the Johnson County Election Office manages voter registration, precinct boundaries, candidate filings, and campaign reports, and as mandated by the laws of Kansas, administers all federal, state and local elections for over 370,000 registered voters and for more than 2,300 elected positions in Johnson County.

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.

First round of application review will begin on March 20, 2024.

The Election Administration Manager will:

• Independently manages the Election Commission Office functions and directs the day-to-day administrative support; devises procedures for complex or specialized functions; anticipates and develops procedures/tools to prevent or solve unusual problems; analyzes short and long-range administrative needs such as space and staffing of functional area; serves as a member of the Election Commission Executive Team; supervises staff members in the Election Commission Office; uses independent judgement and discretion to ensure high quality customer satisfaction of administrative support; acts as liaison between administrative team and ELC management in processing work and resolving problems; coordinates and conducts regular all-staff meetings; determines, modifies, and implements administrative policies, procedures, and methods to improve office practices; exercises discretion in office policy interpretations; resolves a wide variety of operational problems requiring sound judgment; recommends exceptions to administrative policies that are subject to review; designs and uses spreadsheets and databases to interpret and organize information; provides customized reports to others in the work unit.
• Analyzes data and develops recommendations and projections for the department/agency; administers complex funds, projects, contracts, or grants; performs duties requiring entry level professional knowledge of accounting; reconciles, monitors and resolves non-routine and complex problems; performs accounting functions that have office and countywide impact; researches and recommends equipment, vendors, and prices; coordinates the purchase of non-standard items such as multi-fund purchases; resolves issues and disputes with vendors and identifies the need for increased levels of contract monitoring and equipment maintenance; authorizes requests for goods and services; monitors contract compliance by tracking Contracts/Renewals for the department and coordinates with each to assure renewals occur timely and appropriate purchasing rules/requirements are followed; acts as Purchasing Card manager; ensures compliance with Johnson County procurement procedures including the Request for Proposal process.
• Responsible for the recruitment process of positions; schedule interviews; performs reference checks; sends offer and regret letters to applicants; oversees the entry of all new hire information into the Oracle HR system; ensures new staff have IT equipment and a workspace; plans first day; schedules training and orientation of new employees; provides and explains relevant policies and procedures; composes routine correspondence on behalf of senior management; resolves personnel processing problems with interpretation from appropriate sources (e.g., Partner, HR Manager, HR Director); serves as liaison between supervisor/manager and HR regarding routine personnel actions; advises supervisor and provides information regarding HR policies and procedures; coordinates administrative staff recruitment, including interviews and hiring; performs orientations and/or schedules trainings as needed for employees in the office to ensure a positive onboarding experience; manages staff who conducts tasks associated with payroll processing such as verifies timesheets, finds, researches, and provides resolution to payroll discrepancies; completes and verifies data entry;  provides information and answers questions from staff regarding payroll issues; maintains attendance and leave tracking records;  acts as office resource in data management systems, and provides training to new users; coordinates Family and Medical Leave, in partnership with HR, according to policies, procedures, and guidelines.
• Identifies and actively pursues 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; researches, drafts and works within a team to construct well-written, persuasive applications and proposals for program development; tracks funding received to assist in grant management and monitoring; prepares grants reports as needed; serves as a clearinghouse for organizational information required for grant applications (background, history, standard forms); ensures compliance with all statutory limits regarding the funding of elections; ensures Johnson County Policy and Procedures are followed regarding acquiring grants. Serves as primary Facilities liaison; oversee daily building operations; act as project manager for office and department moves.
• Coordinates 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). Reviews and updates 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; creates and maintains databases; generates unique reports; creates complex spreadsheets; gathers statistics based on information compiled from various sources in an effort to draw conclusions and makes recommendations; diagnoses and resolves software/hardware problems using substantive computer/software knowledge; designs and lays out publications using specialized software packages.
• Serves as primary liaison with DTI, ensures all devices are inventoried; manages replacement schedule, ensures guidelines are followed regarding procurement of new systems/hardware/software or applications, serves as project manager for IT projects.

Job 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; and 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.

Johnson County Government requires reference/background screening for all positions.  Specified criteria may vary by Department/Agency.

Physical, Environmental, and Special Working Conditions:

• All County employees may be called upon to assist other departments/agencies in a declared emergency situation.