Ballot and Elections Projects Manager

Recruitment #PEX-1842-903827

Introduction

The Department of Elections (Department) conducts all public federal, state, district and municipal elections in the City and County of San Francisco in a manner that is free, fair, and functional, and provides residents with access to elections-related services and voting. Serving approximately 500,000 registered voters, the Department operates in an open and transparent manner and invites community members to observe elections processes and to provide feedback, making a concerted effort at all times to inspire public confidence in the integrity of elections in the City.

The Department is seeking applications for the position of Ballot Production Manager. This Manager will be responsible for managing and overseeing activities and personnel associated with the production of official ballots. During election cycles, after final proofs of ballots are completed, this Manager will collaborate with Department personnel in planning and administering other election programs such as early voting at the City’s voting centers. After Election Day, the Ballot Production Manager will assist in conducting the Official Canvass, which is an audit of election results.

During non-election times, this Department expects this Manager to assist with developing and maintaining content on the Department’s website. The Manager could also expect to be involved in the drafting of procedures for various election-related processes and otherwise collaborate with colleagues on various projects.

Job Description
Under supervision, the Ballot Production Manager fulfills responsibilities necessary to successfully organize the resources and personnel to develop print-ready artwork for official ballots. San Francisco ballots are produced in English, Chinese, Filipino, and Spanish. The media versions include hard copy, audio, touchscreen, and downloadable formats.

For each election, the Ballot Production Manager will create a production schedule, organize meetings with vendors, organize a matrix of the City’s jurisdictional ballot types, develop voting instructions to be printed on the ballot, proof ballot content and layout, and provide final proofs to the vendors in a timely manner and within all applicable statutory and production-related deadlines.

To ensure adequate staffing resources to complete ballot-related work, this Manager will conduct the hiring, and organize, supervise, and evaluate the work of seasonal personnel assigned to assist with proofreading and translating election-related content of various ballot formats. The Manager will be responsible for developing employee schedules, providing training to personnel, assigning clearly-defined duties, and reviewing completed work for accuracy and completeness. The Manager must fulfill all stated responsibilities while meeting all election-related deadlines.

Activities associated with the production of official ballots conclude approximately two months before each Election Day. At that time, the Ballot Production Manager will transition to assisting with planning, organizing staffing resources, training personnel, and developing procedures necessary to facilitate early voting at the City’s voting centers. This Manager may be assigned to oversee the operations of one of such voting centers.

Following each election, the Ballot Production Manager will collaborate with other Department personnel to plan, organize, and participate in the Official Canvass, a post-election audit of election results mandated by state law. This work will also involve assisting in the production of publicly available reports, such as those found at sfelections.org/results.

After the election is certified, the Manager will transition to other duties that can include the managing content associated with the Department’s website, developing and preparing procedures in support of various operational activities, and contributing to developing content and procedures for new election programs and services.

In addition to the responsibilities stated above, the Ballot Production Manager will perform the range of duties assigned to the 1842 job code, http://www.jobaps.com/SF/specs/classspecdisplay.asp?ClassNumber=1842

Work Schedule
Work hours are generally 8 a.m. to 5 p.m., Monday through Friday; however, some evening and weekend overtime hours will be required. Working overtime is common during an election cycle as well as immediately before and after an Election Day; the person in this position may work 60-70 hours a week. This position may require occasional lifting and moving of up to 40 pounds.

DESIRED QUALIFICATIONS

  1. Excellent writing and proofreading skills, including proper spelling, grammar, and punctuation.
  2. Project management skills that involve multi-phase and multi-deliverable projects involving version controls among large volumes of content.
  3. Prior experience analyzing and applying California election laws and regulations is strongly preferred.
  4. Ability to produce work product that complies with federal, state, and local elections laws.
  5. Ability to train and supervise seasonal personnel and communicate all goals clearly in person and in writing.

Minimum Qualifications

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

  1. Possession of a Baccalaureate Degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education or related fields, or other subject areas closely related to a specific departmental program or function; AND
  2. One (1) year full-time equivalent experience performing professional-level management and/or administrative duties in functional areas such as: program/office/operations management, budget development and/or administration, development and administration of contractual agreements and/or grants, or other closely related functional areas.

License and Certification:
None.

Substitution:
Applicants may substitute up to 2 years of required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. . One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date.  Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter.  To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file.  Applicants should retain this confirmation email for their records.  Failure to receive this email means that the online application was not submitted or received.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline.  Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Michael.Cerles@sfgov.org 415-557-4831.

Selection Procedures

Minimum Qualification Supplemental Questionnaire (Weight: Qualifying): Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 



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