EARLY VOTING COORDINATOR

The mission of the City of Milwaukee Election Commission is to administer transparent, fair, free and secure elections in the City.  The core organizational values include accuracy, adaptability, and a strong commitment to customer service focused on dignity and respect. Staff members recognize the diverse community served and are approachable, resourceful and helpful at all times. The Election Commission is dedicated to Public Service and protecting democracy.

The Election Commission provides a team-oriented office environment that requires inflexible, extraordinary hours to support elections.

The City of Milwaukee is proud to employ a diverse workforce that is committed to providing exemplary service to the City’s residents. If you have a passion for being a part of an inclusive team of public servants, please consider the following opportunity.

The Early Voting Coordinator plans and leads all activities associated with absentee ballots that are processed through the Early Voting Centers (In-Person Absentee Voting (IPAV)), dropboxes, and the Special Voting Deputy (SVD) program.

Early Voting Center (IPAV) Planning & Coordination

• Recruit, train and assign workers at the IPAV sites across the City of Milwaukee.
• Develop and maintain the chain of custody for ballots throughout the IPAV process.
• Assist the Deputy Director with IPAV site selection, communication, and contracts.
• Work with the Information Technology Management Division (ITMD), the Milwaukee Public Library System (MPL), and the Department of Public Works (DPW) to ensure that technical equipment, parking, and signs are coordinated for delivery and pick up at all IPAV sites.

Drop Box Planning & Coordination

• Recruit, train and assign workers to be part of Ballot Courier Teams.
• Develop and maintain the Chain of Custody for ballots throughout the drop box process.
• Assist the Deputy Director with communication and messaging about drop box operations and inquiries.
• Work with the MPL and DPW to ensure that any technical equipment, parking, and signs are coordinated for delivery and pick up.
• Work with the Office Administrative Coordinator to ensure all public notices are completed and posted as required by state law.

SVD Planning & Coordination

• Recruit, train and assign workers to administer the SVD program in eligible facilities across the City of Milwaukee.
• Develop and maintain the Chain of Custody for ballots throughout the SVD process.
• Assist the Deputy Director with SVD site selection and communication.
• Work with the Office Administrative Coordinator to ensure all public notices are completed and posted as required by state law.

Quality Control and Compliance

• Maintain quality control procedures for accuracy.
• Provide feedback to site leaders and staff to correct any procedural issues to ensure that operations are complaint with established rules and statutory requirements.
• Track, compile, and post daily IPAV statistics on the City’s website.
• Establish written policies and procedures relative to IPAV, SVD, and dropbox operations.
• Handle any issues that may arise in relation to the sites during elections.
• Order, track, and maintain supplies.
• Assist in processing payroll for the ballot courier team, SVD and IPAV election workers.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

• The Early Voting Coordinator must have reliable transportation and willing to work late and on weekends during election season.
• During General Elections, all staff work in excess of 60 hours a week at times. The Department also has staff vacation blackout periods prior to every election to support final preparations.
• Must perform medium physical work, including moving equipment weighing up to 50 pounds with assistance and exerting up to 20 pounds of force frequently and up to 10 pounds of force constantly to move objects.

The preplacement testing required for this title include: 

• Physical/ Lift test 
• Audiogram 
• Vision 

1. Bachelor’s degree in communications, political science, public relations, journalism or a closely related field from an accredited college or university.
2. Two years of professional experience in project management or program coordination.
3. Valid driver’s license at the time of appointment and throughout employment and the availability of a properly registered and insured vehicle for use on the job.

Equivalent combinations of education and experience may be considered

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

• Election administration experience within the State of Wisconsin.

Technical

• Knowledge of project management and logistics principles.
• Ability to learn and accurately administer the absentee balloting process.
• Ability to effectively utilize Microsoft Word, Excel, and Outlook.
• Ability to learn how to utilize an internal database system to enter voter registration information.
• Ability to review, analyze and prepare technical and non-technical reports, presentations, and informational guides.
• Ability to complete mathematical calculations including rate, ratio and percent to accurately report technical information.
• Ability to read and interpret work related materials, such as governmental regulations, city ordinances and budget documents.

Supervisory

• Ability to assign duties to temporary office workers during absentee voting times.  
• Ability to provide guidance and training and to coach team members to success.
• Ability to foster an environment of inclusion wherein all employees are treated respectfully, are valued for their strengths, and feel that they can safely express themselves.

Communication and Interpersonal

• Ability to positively and effectively interact with staff, other city departments, city officials, outside agencies and the public.
• Written communication skills to develop professional correspondence that is free of grammatical and punctuation errors.
• Ability to present and educate diverse resident groups about the absentee voter process.
• Ability to tactfully and effectively handle inquiries from elected officials, other city departments, and the public.
• Ability to work cooperatively with people whose backgrounds may differ from one’s own.
• Ability to make presentations to various groups and to effectively communicate technical information.

Judgment and Responsibility

• Ability to manage multiple projects in various stages of completion.
• Organizational and time management skills to prioritize work, adjust to changing deadlines, and achieve objectives on time.
• Ability to work ethically and with integrity.
• Ability to make sound and accurate decisions by supporting and explaining reasoning for decisions made.
• Ability to adapt and change approach or method used to best fit the situation.
• Ability to analyze and evaluate information to solve problems.
• Diversity, equity, and inclusion acumen and the ability to consider policy and projects from an equity lens.
• Ability to maintain confidentiality.

The current salary range (Pay Range 2FX) is $66,304 – $71,754 annually, and the resident incentive salary range for City of Milwaukee residents is $68,293 - $73,907 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.

BENEFITS

The City of Milwaukee provides a comprehensive benefit program that includes the following:

• Wisconsin Retirement System (WRS) Defined Benefit Pension Plan
• 457 Deferred Compensation Plan
• Health and Dental Insurance
• Paid Parental Leave
• Comprehensive Wellness Program
• Onsite Clinic Services
• Onsite Employee Assistance Program
• Alternative Work Schedules
• Long Term Disability Insurance 
• Group Life Insurance
• Tuition Benefits
• Paid Vacation
• 12 Paid Holidays
• Paid Sick Leave and other paid leave 
• Flexible Spending Arrangement
• Commuter Value Pass  

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of education, experience and/or responses to supplemental questions; a written or performance test, a structured interview, or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to structured interviews and performance examinations. Structured interviews may include written exercises. Selection process component weights will be determined by further analysis of the job.

INITIAL FILING DATE – The selection process will be held as soon as practical after the deadline listed above. Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the needs of the City have been met. Qualified applicants will be notified of the date, time, and place of the selection process components. Unless otherwise required by law, the City of Milwaukee will not provide alternative selection process dates or times. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

• APPLICATIONS and further information can be accessed by visiting www.jobapscloud.com/MIL.
• If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.