Elections Operations Administrator (Government Affairs & Media Relations Division, Records Management/ Financial Disclosures)

Bachelor's degree. A minimum of three years of professional experience in elections, event planning, customer service, public relations, or related field are required. Additional related experience may substitute for the required education on a year-for-year basis.

OVERVIEW AND NATURE OF WORK:

This is advanced administrative work performing, planning and coordinating various supervisory and technical activities for the Records Management Section of the Elections Department Government Affairs and Media Relations Division. Emphasis of the work is on planning, coordinating and supervising work of employees engaged in records management. This includes, but not limited to, compiling required information and responding to public records inquiries; training, receiving, storing, retrieving, and disposing of records in accordance with established records management regulations and procedures; scanning documents into the Electronic Document Management System; serves as the records custodian for the department, as well as liaison officer for federal, state and local government. Considerable independent judgment, tact and strong writing skills, and proficiency in advanced data management systems are required in dealing various elections records, and responding appropriately to requests from media, campaigns, attorneys, government officials, and the public. Supervision is exercised over a staff of clerical subordinates engaged in various phases of records management functions.

ILLUSTRATIVE TASKS:

Public Records Responsiveness

• Receives requests for various election records by email, mail, and telephone from the public including state and federal officials, media, candidates and campaigns, attorneys and activist groups, reviews requests for consistency with election and Sunshine law.
• Verifies persons are authorized to receive information; exercises independent judgment in compiling requested information, redacting state-protected fields, and formulating a proper response to requestor.
• Ensures the department is adhering to state statutes when responding to record inquiries.
• Provides information regarding election documents over the telephone, answers general telephone inquiries concerning election records and legislation.
• Coordinates large public records requests and ballot inspections requested by auditors, candidates, media, and the general public. Functions as a records custodian when election records are requested for public inspection; determines records requested; provides a quote if extensive resources will be required and collect payment prior to inspection; schedules the inspection, coordinates the room reservation, and secures the records before, during and after the inspection.
• Assists members of the public and various officials with complex record searches; locates and groups related documents on particular cases or subject matter. Promptly provides updates and reports when requested by senior management; promptly gathers the most current information and presents the information in a clear and concise manner.

Responsible Records Management

• Coordinates and oversees the Electronic Document Management System (CARA); provides individualized attention to each user division so their imaging and records retention needs are met on a consistent basis; provides refresher trainings as needed.
• Supervises staff and conducts audits of scanned records in the database. Ensures documents scanned reflect an accurate, legible copy of the original source that will be destroyed.
• Informs senior management of technical issues and engages with the Information Technology Department to address issues affecting the quality and integrity of scanned files.
• Mentor Elections staff on responsible records management practices prior to large elections and train new users on the Records Management Web Application as needed.
• Supervises the preparation of documents sent to storage. This entails identifying the document type, taking inventory of records submitted, ensuring documents are reflected in the records management database, and placed in an easily retrievable location.
• Supervises the systematic disposition of records assigned to various destruction schedules. Proactively monitors archived records, identifies records that met their retention period, and obtains approval to securely dispose records on a timely manner. Thereafter, ensures the Records Management Application is promptly updated whenever a change occurs.
• Gathers pertinent municipal election records and coordinates their delivery to the Municipal Clerk after each municipal election. Maintains an organized record of documents sent to each municipality in the records management system.

Personnel Management, Process Improvement, and Special Projects

• Monitors the section's measurable outcomes on ASE, the County's performance tracking tool. Prepares a variety of productivity reports for performance management review; proactively researches under-performing items, proposes solutions, and engages with senior management; implements approved measures and monitors progress measure is performing well.
• Prepares reports and memorandums as needed.
• Continually creates and revises records procedures to ensure efficient and user-friendly procedures are in place; ensures staff is following current procedures.
• Manages permanent and seasonal employees assigned to the section, ensuring staff is instructed on assigned work, and reviews the quality of the work.
• Maintains working knowledge of state/local laws governing records management.
• Develops section employees to serve as a fully independent backup in each other's absence, mentors new employees on section operations, and maintains section morale.
• Assists with other critical assignments, including ballot proofing, candidate qualifying, notarizing of candidate qualifying documents, canvassing board (countywide and municipal), manual ballot recounts, outreach and supervised voting events, ballot duplication, and post-election audits.
• Participates in several other roles to support the Elections Department during large elections such as vote-by-mail ballot requests, voter registration, ballot opening, petition certification, etc.

KNOWLEDGES, ABILITIES, AND SKILLS:

• Knowledge of managerial principles and practices. Ability to manage staff in a manner conducive to productive performance and high morale.
• Ability to make appropriate, independent decisions and exercise judgment and discretion in highly sensitive issues including but not limited to media requests, documents requested by the court system, campaigns, and/or activist groups.
• Ability to clearly communicate and explain issues pertaining to elections which can have far reaching implications or set precedents for similar cases.
• Ability to prepare a variety of high-level reports, memorandums, and correspondence both accurately and on a timely basis.
• Ability to establish and maintain effective working relationships with other employees, supervisors, county officials, officials of other agencies and the general public.
• Knowledge in the administration and use of Electronic Document Management System (CARA).
• Knowledge in advanced data analysis, including Excel, Crystal Reports, and Oracle-based software.
• Knowledge of State and County record retention statutes and policies.
• Ability to perform related work as required.

Miami-Dade County offers a hybrid work schedule and fringe benefits that include paid vacation, sick leave, parental and bereavement leave, 13 paid holidays, three floating holidays, one birthday holiday, medical, dental, and life insurance, contributory membership in the Florida Retirement System and 50% tuition reimbursement assistance. Optional benefits include: vision, legal, and short-term and long term disability insurance, 457 pre-tax savings plan, and flexible spending accounts.

Apply online at www.miamidade.gov/jobs Resumes and other information submitted in response to this advertisement are public records pursuant to Chapter 119 Florida Statutes. Hiring decisions are contingent upon results of a background check and pre-employment physical.