ELECTION SERVICES COORDINATOR-BILINGUAL

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 Election Service Coordinator-Bilingual performs the daily activities required to ensure that elections are adequately staffed. This position is required to be fluent in both English and Spanish to ensure that Milwaukee’s Spanish-speaking community has full access to voting in all elections.

Election Worker Coordination

• Coordinate with the Department of Employee Relations (DER) to ensure that all of the local, state, and federal required paperwork is completed and accurate to hire temporary election workers.
• Complete all data entry requirements into enterprise DER databases and in office systems.
• Assign chief inspectors, election inspectors, and other election workers to polling sites using an election worker database, and use Oracle’s PeopleSoft Human Capital Management (HCM) system to coordinate election workers information.
• Provide training to in house temporary office staff and review their work for accuracy.
• Serve as one of two main points of contact for temporary election workers regarding their assignments and payroll status. 
• Assist temporary election workers through the hiring process and navigate the required forms and online databases.
• Respond to voter and election worker concerns after Election Day.
• Ensure assigned election day polling sites will be adequately staffed with the appropriate number of poll workers and chiefs, including planning for backup staff in the event of cancellations.  
• Work with the DER and Comptroller’s Office to problem-solve any temporary staff/election worker issues.

Administrative

• Field phones calls from voters and election workers and investigate and resolve their needs and concerns; field inquiries at the front desk.
• Communicate with poll workers to ensure their pay, assignments, and/or training are ready.
• Coordinate with management staff to assist in their hiring needs.
• Serve as a representative of the Election Commission at community events.
• Assist prospective election workers in completing the paperwork to comply with DER, state, and federal rules and regulations.
• Carefully review and process payroll for inspectors after each election using city enterprise systems including Human Resources Management System (HRMS) and JobAps.
• Utilize the Election Commission’s PollChief software to assign and coordinate election workers for election day.
• Ensure timeliness and accuracy in paperwork, assignments, and hours work.

Spanish/English Interpretation

• Provide Spanish-English interpretation, such as helping Spanish-speaking voters with issues and questions.
• Evaluate prospective bilingual workers for language competency.
• Provide bilingual customer service to the public during in-person and telephone interactions.
• Translate written materials and official notifications from Spanish to English in a timely manner as necessary.
• Translate short statements and documents to create Spanish language versions.
• Proofread state, county, and local documents and notices.

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 Election Services Coordinator must have reliable transportation and willing to work evenings and weekends during the 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 preparation.
• Must perform light physical work, including moving equipment weighing up to 10 pounds.

1. Associate degree in business administration, communications, human resources, or a related field from an accredited college or university.
2. One year of administrative experience performing duties closely related to the essential functions, such as coordinating staff and resources.
3. Bilingual in English and Spanish, including translation and interpretation.  A language competency assessment is required prior to hire.
4. Completion of WisVote training requirements to access the statewide voter system within 6 months of appointment.
5. 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 customer service best practices.
• Proficiency using standard computer applications such as Microsoft Office.
• Ability to learn and use DER systems such as Oracle Peoplesoft and the Milwaukee Election Commission’s PollChief system to track hiring and work assignments for assigned polling locations and positions.
• Knowledge of time entry and payroll processes.
• Ability to become knowledgeable about payroll processes and use the Human Resources Management System (HRMS).
• Knowledge of mathematics as it applies to payroll and time entry procedures.
• Ability to read and interpret work related materials, such as governmental regulations and city ordinances.

Communication/Interpersonal

• Verbal communication and customer service skills to be able to share information clearly and courteously with internal and external customers.
• Written communication skills to develop professional correspondence that is free of grammatical and punctuation errors.
• Interpersonal and teamwork skills to build effective working relationships with managers, fellow staff, and representatives from outside agencies.
• Ability to work cooperatively with people whose backgrounds may differ from one’s own.
• Ability to remain composed and diplomatic, even when people behave in an irate manner.

Critical Thinking/Professionalism

• Analytical, reasoning, and problem-solving skills.
• Organizational and time management skills to be able to prioritize work, adjust to changing deadlines, and achieve objectives within deadlines.
• Attention to detail and the ability to perform work with a high degree of accuracy.
• Ability to exhibit exemplary professionalism and maintain composure, including during elections.
• Honesty, integrity, and the ability to maintain complete confidentiality.

Bilingual Communication

• Ability to communicate effectively verbally with customers in both English and Spanish.
• Ability to read, understand, and process work-related documents, such as bills, correspondence, forms, and reports, in both English and Spanish.
• Written communication skills in both English and Spanish, including the ability to accurately record information and prepare correspondence.
• Ability to understand and follow instructions in English and Spanish, both written and verbal.

The current salary range (Pay Range 2EN) is $60,973–$ 67,309 annually, and the resident incentive salary range for City of Milwaukee residents is $62,802-$69,328 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 benefits 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 leaves
• Flexible Spending Arrangement
• Commuter Value Pass

For full details of the benefits offered by the City of Milwaukee, please visit http://city.milwaukee.gov/Benefits.

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 may be accessed by visiting https://www.jobapscloud.com/MIL.
• Applications should be submitted no later than the deadline listed above.
• 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 located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO = 204

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