Elections and Outreach Coordinator

Job Description

Coordinates and undertakes tasks associated with Federal, State, and Municipal Elections conducted in the City of Newton. Works with vendors and city departments to schedule and set up polling locations  for each election. Recruits, hires and schedules Poll Workers to cover each election. Assists with all aspects of the election process. Processes mailed inquiries and requests for census and election related material, and answers telephones. Understands and can undertake all of the functions of the City Clerk’s Office including: Vital Records, Burial Permits, Elections, Annual Census, Dog Licensing, Business Records, Public Records Law, Open Meeting Law, and Conflict of Interest Law and regulations in order to effectively assist citizens, board and commission members and city staff on the telephone, via e-mail and at the office counter.

Essential Elements

• Completes voter registration applications and validations. Verifies authenticity of submitted information and documentation. Enters additions, deletions, changes and other required voter registration information into the VRIS system.
• Coordinates and staffs voter registration events throughout the year.
• Certifies nomination and petition papers, prepares campaign and political finance election forms and packets, provides information to candidates and committees-to-elect on procedures, regulations, time frames and reporting requirements.
• Organizes, prepares and packs election materials and supplies to be delivered to each polling location.
• Works with vendors and city departments to schedule and set-up polling locations and recruits, hires, schedules, trains and communicates with poll workers to cover each election.
• Processes absentee ballot applications and coordinates, records and prepares absentee ballots for distribution to the polling locations.
• Assist citizens and others on the phone and in person at the City Clerk's counter.
• Follows and adheres to department, City of Newton, State and Federal laws, regulations, policies and procedures.

Primary Elements

• Assists with Accu-vote and Automark machine testing and coordinates precinct supplies and prepares for distribution to polling locations, including the grouping of ballot transfer cases and Accu-vote machines by precinct and polling place in the election vaults. Schedules machine maintenance and replenishes and replaces materials as needed.
• Assists with preparation of all related election spreadsheets and precinct checklists, precinct notebooks and materials. Includes preparation and set-up for election night vote tallying results and preparation and reporting of election results for certification.
• Assists with all data entry and reports generated from state and local databases to ensure timely accurate information.
• Assists in checking polling locations as needed for election set-up and breakdown.
• Assists with Census data processing
• Receives and processes applications for all licenses, permits and certificates issued by the City Clerk’s Office. Assists citizens with requests for vital records and issues certified copies. Explains marriage license applications and processes.
• Answers telephone calls, directs calls or takes and/or relays messages, obtains or supplies factual and at times technical information. Explains routine City Clerk office policies and procedures.
• May assist in the preparation of office correspondence, notes, notices, reports and other documents, permits, applications and licenses. Performs data entry/retrieval.
• Attends and participates in staff, department or other meetings.

Secondary Elements

• Performs other duties as required.

QUALIFICATIONS: 

To perform this job successfully, an individual must be able to perform each element satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Individual must be a Massachusetts Notaries Public and a Commissioner to Qualify Public Officials within three months of employment and must maintain those designations while employed.

EDUCATION and/or EXPERIENCE: 

Associates and one to three years of related experience and/or training or equivalent combination of education and experience. Knowledge of recording and office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing.

LANGUAGE SKILLS: 

Ability to read and interpret documents such as reports and procedures manual. Ability to write reports and correspondence. Ability to present information effectively, which may be controversial in nature, one-on-one, or in small groups, to citizens or employees of the City.

MATHEMATICAL SKILLS: 

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY: 

Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to solve problems and deal with a variety of concrete variables in situations where prescribed standard practices exist.

PHYSICAL DEMANDS: 

The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Employees must be able to climb a step ladder and lift 30 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Company Description

Primary purpose:
The Election and Outreach Coordinator will support City of Newton voter engagement efforts and coordinate all election worker activities. This position requires direct engagement with voters, local stakeholders and election workers to raise awareness about upcoming and ongoing elections, encourage voter participation, and ensure the electorate has access to necessary resources and information. Under the direction of the Election Supervisor, the Coordinator will assist in all aspects of election administration for Federal, State, and Municipal Elections in the City of Newton, handling complex tasks associated with election processes. This includes but is not limited to the processing of mailed inquiries and requests for election-related materials, as well as providing effective assistance to residents and city staff via telephone, email, and in-person office counter assistance for all election-related inquiries. The role also involves coordinating and participating in voter engagement events. The Election and Outreach Coordinator position requires strong communication skills, a thorough understanding of the electoral process, and a deep commitment to promoting civic engagement. Flexibility is essential, as this position requires the willingness to work overtime, nights, and weekends during elections and engagement events, as well as performing other duties as directed and required by the Election Supervisor.

Supervision:
Supervision Scope:
The Elections and Outreach Coordinator operates with a moderate degree of independence in planning, organizing, and executing election processes and outreach initiatives. The position requires sound judgment to make decisions within the framework of established laws, regulations, policies and timelines while maintaining department deadlines. The Coordinator works with direct supervisor to ensure that all election-related activities are conducted in compliance with state and federal guidelines and provides guidance to election workers and volunteers. This role also involves coordinating with other city departments, external organizations, and the public to achieve outreach goals.
Supervision Received:
The Elections and Outreach Coordinator works under the general supervision of the Elections Supervisor and/or their designee. The supervisor provides guidance on policy interpretation, overall objectives, and priorities but expects the Coordinator to independently manage day-to-day responsibilities. Work is reviewed periodically through meetings, reports, and evaluations to ensure compliance with appropriate laws and alignment with departmental goals.
Supervision Given:
The Elections and Outreach Coordinator supervises the scheduling of temporary election staff, including poll workers (e.g., Wardens, Clerks, Inspectors) and volunteers during election periods. Responsibilities include recruiting, scheduling, and providing ongoing support to these individuals to ensure smooth operations at polling locations. The Coordinator may also oversee outreach event volunteers or interns as needed, delegating tasks and monitoring performance to achieve program objectives effectively, and reporting concerns to their direct supervisor.

Essential Functions:
(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Under the direction of the Elections Supervisor, the Elections and Outreach Coordinator is responsible for organizing absentee and vote by mail voting and reporting procedures. This includes ensuring that all absentee and vote by mail voting processes comply with state and federal guidelines while maintaining accurate records of ballots issued, received, and reported.
• The Coordinator schedules and organizes over 250 election workers to staff the City of Newton’s polling locations on Election Day. Additionally, they are responsible for scheduling election workers for other critical tasks, such as mailing ballots, early voting operations, and any other duties required to support the election process.
• The role involves compiling, calculating, and preparing detailed reports as required by the Elections Department and Election Commission. These reports must be accurate and submitted in a timely manner to meet regulatory deadlines.
• The Coordinator assists the Election Supervisor in collaborating with the Office of the Secretary of the Commonwealth to ensure compliance with state election guidelines, including addressing any issues or updates related to election laws and regulations.
• The Coordinator assists the Election Supervisor in testing election software and equipment to ensure functionality and accuracy prior to elections, conducts periodic reviews of polling locations to verify accessibility, compliance with legal standards, and suitability for voters.
• The Coordinator processes absentee ballot applications and vote-by-mail requests, ensuring that all applications are handled promptly and in accordance with state guidelines. They also complete voter registration applications by entering additions, deletions, changes, and other required voter information into the Voter Registration Information System (VRIS) database with precision and attention to detail.
• The position requires strict adherence to department policies as well as city, state, and federal laws, regulations, policies, and procedures governing elections. The Coordinator ensures that all actions taken align with these standards.
• The Coordinator assists with all data entry tasks related to state and local databases, generating reports to ensure that information is accurate, up-to-date, and delivered within established timelines.
• The Coordinator develops and implements strategies to engage underrepresented communities in Newton by providing voters with clear information about election dates, voting processes, candidate platforms, and ballot questions. They coordinate voter registration events at community gatherings such as Village Days to educate residents about the electoral process and encourage civic participation.
• The Coordinator maintains accurate records of outreach activities using databases to analyze trends, evaluate effectiveness, and improve future outreach strategies.
• The Coordinator builds relationships with community organizations, local leaders, advocacy groups, and other stakeholders to help expand the reach of outreach initiatives and foster greater civic engagement across Newton’s diverse population.
• The Coordinator assists in creating social media campaigns, digital content, printed materials, and other communications designed to promote voter engagement and drive turnout during elections. This includes working collaboratively with city departments or external vendors when necessary.
• As part of election preparation duties, the Coordinator organizes, prepares, and packs all election materials and supplies for delivery to polling locations across the city to ensure that each site is properly equipped for a smooth voting experience on Election Day.
• The Coordinator performs other duties as assigned by supervisors or department leadership to support the overall mission of the City Clerk’s Office in administering fair elections and fostering civic engagement within Newton’s community.
• To meet the evolving needs of the City Clerk's Office, the Elections and Outreach Coordinator may be required to temporarily, or on an as-needed basis, support other divisions within the office, including the Vital Records Division. These assignments could include assisting with the processing of vital records requests (birth, death, and marriage certificates), data entry, customer service, and other administrative tasks as needed. Such reassignments would be aimed at ensuring continuity of service during peak periods, staff shortages, or special projects. The Coordinator will receive any necessary training to perform these cross functional responsibilities effectively.
• Attends and participates in Department and other meetings internally and externally as well as various special events.
• Performs similar or related work as required, directed or as situations dictate.

Qualifications:
(To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions. We encourage all candidates who feel they are capable of successfully performing the responsibilities as outlined in this position description, regardless of the qualifications listed below to apply.)
Education, Training and Experience:

• Bachelor’s degree in public administration, political science, communications, or a closely related field (a combination of education and relevant experience may be considered in lieu of a degree) and three (3) years of professional experience in elections administration, community outreach, civic engagement, or a related field; or any equivalent combination of education and experience.
• Experience working directly with election processes, voter registration, and/or public information campaigns and experience in the supervision and coordination of volunteers is highly desirable.
• A strong commitment to public service is required.

Special requirements:
Ability to work flexible hours, including evenings and weekends, particularly during peak election periods.
Individual must be a Massachusetts Notaries Public and a Commissioner to Qualify Public Officials within three months of employment and must maintain those designations while employed.

Knowledge, Skill and Abilities:

• Knowledge: Comprehensive understanding of local, state, and federal election laws, regulations, and procedures. Familiarity with voter registration processes and systems and knowledge of public administration principles and practices. Understanding of community outreach and engagement strategies, as well as an awareness of diversity, equity, and inclusion principles in civic participation, is also essential.
• Skill: Excellent verbal and written communication skills, along with strong organizational and time management abilities. Proficiency in using the Microsoft Office Suite (Word, Excel, PowerPoint) and the ability to use voter registration databases and election management systems. Good data entry and record-keeping skills. Skilled in public speaking and solid presentation capabilities needed. Good problem-solving and critical-thinking skills and excellent customer-service skills required.
• Ability: The ability to work effectively under pressure and meet strict deadlines. Must manage multiple tasks and projects simultaneously and show an aptitude for learning and adapting to new technologies and procedures. The ability to interpret and apply complex laws and regulations, and to work collaboratively in a team environment. This position requires the flexibility to work irregular hours, including evenings and weekends, especially during election periods. The ability to interact professionally with diverse groups of people, including elected officials, community leaders, and the general public, and they must have the capacity to maintain confidentiality and handle sensitive information with discretion.

Work Environment and Physical Demands
(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Work is primarily performed in an open office environment with moderate noise levels and controlled temperature conditions. However, the position may also require work outside of the office at polling locations, voter registration sites, and community venues which can include outdoor conditions. The Coordinator frequently interacts with business professionals, members of the public, and co-workers.
This position involves a combination of office-based tasks and more physically active responsibilities, particularly during election cycles. While performing the duties of this job, the employee may be required to remain in a stationary position, such as sitting or standing, for extended periods while working at a computer or during events. They will need to move about within the office and at polling locations or community outreach sites.
This position requires operating standard office equipment, including computers, printers, and phones, which may require repetitive motion of hands and fingers. The employee must be able to communicate effectively with others by talking and hearing in person, over the phone, or through electronic communication. They may occasionally lift, carry, push, or pull objects weighing up to 30 pounds, such as election materials, voting equipment, or outreach supplies.
Tasks may require bending, stooping, kneeling, crouching, or reaching overhead. The employee must have visual acuity sufficient to read printed materials, computer screens, and documents with fine detail and be able to travel to various locations within the city by operating a motor vehicle or using other modes of transportation.
The work environment may occasionally require exposure to outdoor conditions during community events or while delivering election supplies.

Performance Standard
Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change, subject to collective bargaining obligations, where applicable.)

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees