Election Certification & Training Program Manager

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration, and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Elections Division plays a critical role in ensuring Washington's democratic process is fair, accurate, accessible, and secure. Serve the voters of Washington and join our talented and purpose-driven team.

The Program Manager is a member of the Elections Management Team that advises the Elections Deputy Director and Director on direction and policy, which helps set strategic direction for the division. This position is deemed critical or essential according to the Division’s Continuity of Operations Plan (COOP) as the Division relies on this work unit to interpret law, rules, and policy in assisting the division and county election offices in continuing to function.

The Elections Certification & Training Program Manager reports to the Deputy Director of Elections and is responsible for managing the Certification and Training team. Certification and Training is a mission critical program established and required by RCW 29A.04.530, 29A.04.560, 29A.04.590.

The Certification and Training Manager develops and manages program objectives and priorities, in collaboration with external stakeholders including independently elected auditors and election officials. Additionally, the Program Manager makes collaborative strategic judgments and decisions balancing competing program demands or priorities for resources; develops, modifies, and implements division policy; formulates long-range strategic plans and projects[OF1] . The Certification and Training Manager also integrates division and office policies and reviews the program for compliance with policies and strategic objectives.

The position is responsible for four mission critical functions:

• Professional certification and training of local and state election administrators and county canvassing board members.
• Review of county election operations and procedures.
• Testing of all vote tabulation equipment used in each county during state primary and general elections.
• The election clearinghouse and publication program.

The Program Manager also manages the process for adopting state rules and is the Election Division’s liaison with the USPS.

Directs the Certification and Training Program of the State Elections Division
Tasks:

• Provides leadership and strategic analysis and planning for the program.
• Monitors performance of the operations of the Certification and Training team to meet the functions of the program including but not limited to the certification and training of election administrators, county reviews, testing of vote tabulation equipment and the clearinghouse and publication program.
• Develops and implements program policies, monitors, analyzes, and evaluates the program, and ensures cooperation and accountability from 39 Washington counties.
• Plans, implements, monitors, and evaluates all phases of the establishment of new election law and policy as it affects county performance of elections.
• Monitors performance of the operations of the Certification and Training Program to be consistent with division budget objectives, policies, and procedures.
• Provides expert consultation to county election offices ensuring consistent, accurate election information and administration in all Washington counties.

Manages the official process of adopting state rules in coordination with Policy Director
Tasks:

• Monitors the effectiveness of state rules related to the administration of voter registration and elections administration.
• Drafts proposed state rule changes in conjunction with the Secretary of State, the Elections Director, and the Secretary of State’s Assistant Attorney General.
• Coordinates a consistent county review process of proposed rule changes.
• Works in conjunction with the Policy Director in accurately creating appropriate documents for adoption, filing the appropriate documents, completing all required official notifications, conducting the hearings, and maintaining the documents according to the public records retention schedule.
• Assists with the development of legislation and policy making which directly pertains to state and county election processes and procedures.

Manages and ensures appropriate staffing for the Election Administration and Certification Board
Tasks:

• Discusses business for Board consideration with the Secretary of State and the Elections Director.
• Sets meeting dates with the Board chairman.
• Develops and publishes the Board agenda for every meeting.
• Tracks the appointment and terms of office for each member and requests appointments to fill vacancies.
• Ensures that the Board meets public meetings act requirements.

Serves as the US Postal Service liaison for the Elections Division
Tasks:

• Serves as chairperson of the Washington State Postal Taskforce and schedules 1-2 meetings a year.
• Manage Washington State Postal Taskforce including membership and meetings.
• Ensures excellent communication between stakeholders and USPS to resolve election mail issues.
• Promotes election mail best practices.
• Gains excellent understanding the USPS mailing system and procedures.
• Develops working relationships with key state US Postal officials.
• Provides educational materials and trainings addressing correct US Postal Service management.

Supervises Staff
Tasks:

• Supervises assigned staff.
• Provide training and regular feedback and coaching, when necessary, Write expectations and performance evaluations.
• Plans, and leads the work performed by program staff. Assures appropriate and optimum use of the program's resources. Enhances the effectiveness of employees through training and professional development opportunities.
• Supports effective communications throughout the division. Maintains the highest standards of personal, professional, and ethical conduct and supports the state's goals for a diverse workforce.
• Determines workload coverage, schedules, and vacations.
• Makes recommendations on hires of program staff; initiates disciplinary action.

• Develops and implements training program topics, curriculum, and scheduling for 39 counties statewide that result in election law compliance.
• Manages a staff of 6 full-time elections subject matter professionals.
• Collaborates with program staff to determine the number and types of training opportunities, including providing training materials
• Assists with budget allocations each state fiscal year (combination of general fund state and other funding sources)

Major decision-making responsibilities assumed by the Certification and Training Program Manager:

• Develops and implements program policies and procedures.
• Interprets and implements policies and procedures.
• Develops and manages program budgets and approves expenditures for the program
• Independently determines and executes work processes and methods applicable to the program.
• Evaluates staff performance, recommends promotion, and assesses training needs.

Major actions taken to a superior for approval:

• Proposed program budget allocations and adjustments
• Items requiring legislative action
• Personnel actions requiring action by Deputy or Director

Financial Dimensions

Operating budget controlled

• Amount in state, federal, and other funding sources is $1,250,000 per biennium

• 6.0 FTE Program Specialist 4

• The Program Manager position requires professional level knowledge of the principles and application of management, budget management (at the program and division levels), and long-range or strategic planning, working knowledge of personnel rules and regulations, and of affirmative action and diversity regulations.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.
• Current Washington driver's license or have requested and obtained an appropriate accommodation.

• 
  A Bachelor’s degree in political science, public administration, business administration, public relations, communications, education, or related field, or equivalent AND four years of progressively responsible experience related to public programs and policy development.

• 
  Eight years of progressively responsible experience related to public programs and policy development.

• Washington State Certified Election Administrator credentials highly preferred at time of hire
• Experience working in elections at the county or state level
• Managing a program at a supervisory level
• Developing and presenting training curriculum
• Current professional knowledge of elections principles and practices
• Experience as a supervisor and leading and mentoring staff
• Effective oral and written communication skills, ability to multi-task, ability to analyze complex data and make recommendations is required
• Demonstrated knowledge of voter registration management and vote tabulation systems
• Demonstrated experience drafting legislation and WACs. Knowledge of the state legislative process.
• Demonstrated knowledge of governmental structure of municipalities, special purpose districts, counties, and the state
• Demonstrated strong interpersonal skills to successfully facilitate and coordinate the efforts of diverse staff and promote a cooperative work environment; coaching and mentoring, inspiring and motivating; building trust in others and maintaining confidentiality
• Demonstrated ability to balance and manage multiple priorities and activities; conduct annual, weekly, and daily workload planning and analysis, including establishment of short-and long-term goals, objectives and performance measures; and meet critical deadlines without compromising accuracy or compliance standards
• Demonstrated skills and professional development to represent the agency in a positive, professional manner, when so requested or required

Working Conditions:
Works primarily in an office environment but does require traveling in a vehicle for extended periods of time. Must be willing and able to sit for 4 or more hours a day and must be willing and able to move and maneuver objects weighing up to 30 pounds with or without reasonable accommodation. Extensive travel in and out of state, requiring overnight stays for up to one week at a time. May be required to travel on the weekends and may be required to travel in inclement weather. Standard core business hours of Monday through Friday, 8:00 a.m. to 5:00 p.m. but must be willing and able to work beyond normally scheduled business hours on short notice. Must have the ability to represent an elected official or politician in a competent, confident, and professional manner while maintaining the highest standards of honesty, integrity, confidentiality, and ethics.

Special Requirements/Conditions of Employment:

• 
  All employees of the Office of the Secretary of State are required to be fully vaccinated and show proof against COVID-19. Your vaccine status will be verified by Human Resources (HR) prior to your first day of employment. Please contact HR if you need information on a medical or religious accommodation at hr.sos.wa.gov.
• Special Certification: Washington State Certified Election Administrator credentials required within two years of hire.
• May be required to work some weekends and evenings, travel across the state, and occasionally travel nationwide.

Compensation
Salary commensurate with qualifications and experience. Full benefit package includes health, dental, life and long-term disability insurance; paid vacation, sick and military leave; deferred compensation plans; 12 paid holidays; and a public employees' retirement plan.

How to Apply:

• To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
  • Current Resume
  • Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, or any sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should email HR@sos.wa.gov.