Elections Warehouse Coordinator

Posting number: 03070

Department: Clerk - Elections

Job classification: Elections Warehouse Coordinator

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Community Services, Legal, Miscellaneous, Customer Service, Organizational Development, Records Management, Public Records, Elections, Business, Community and Social Services, Office and Administrative Support

Summary

20260213073623_Election Booth.jpg

$28.31 per hour + DOE

The Ada County Clerk’s Office, proudly named one of Idaho’s Best Places to Work multiple years in a row, is driven by a passion for public service and building trust in government. Our culture is rooted in kindness, joy, innovation, transparency, and a focus on what matters most: our customers and each other. If you have both the heart and the drive to serve the public, we’d love to meet you.

The Ada County Clerk’s Office is a great place to work! Within Ada County, there are more than 2300 employees dedicated to enhancing our community’s quality of life. Within the Clerk’s Office there about 200 employees and this is an exciting opportunity to join a team that’s making a real impact every day.

Why Work With Us?

We offer a competitive Total Rewards package that adds approximately 40% to your base salary, including:

• Comprehensive medical, dental, and vision coverage
• Generous vacation and sick leave starting day one
• 11 paid holidays each year
• One of the nation’s top state retirement systems (11.96% employer contribution)
• 457(b) plan with up to 3% county match, plus a 401(k)
• Paid parental leave, life insurance, and wellness programs
• Ongoing training opportunities

What We Do

The Ada County Clerk’s Office serves the community through five divisions: Court Clerks, Recorders, Auditors, Elections, and Community Programs. If you have ever voted, filed court documents, obtained a marriage license, applied for rental assistance or researched how your property tax dollars are spent, you’ve experienced our work firsthand. We do our best each and every day to make sure Ada County citizens have a smooth and efficient experience with our office.

Learn more about Ada County Clerk's Office by visiting our website. Ada County Clerk's Office

REQUIRED: A letter of interest and an updated resume must be submitted with your application to be considered for any Clerk’s Office positions.

POSITION GENERAL SUMMARY:
Performs a wide variety of tasks related to the election process; manages inventory of all elections equipment; programs and tests elections equipment; directs and oversees temporary personnel; does data entry; confirms that work is done accurately and on a timely basis, performs related work as required. The duties for this position are performed primarily in a warehouse.

DISTINGUISHING FEATURES OF THE CLASS:
An employee in this position sets the warehouse calendar for elections preparation activities and may be required to exercise supervisory responsibilities over temporary employees during major elections. This employee could also assist in absentee voting, early voting and voter registration for Ada County following local, state and federal law. This work is performed under the supervision of the Elections Supervisor and Elections Director and is evaluated through one-on-ones, reports, observation and periodic review of work plans.

Examples of duties

• Leads, manages, and plans the activities of the warehouse team to achieve departmental and organizational objectives; Owns the day-to-day operations of the Warehouse teams, including identifying and implementing process improvement opportunities;
• Determines the calendar of warehouse activities to ensure adequate time and personnel resources are dedicated to necessary tasks to accomplish an election.
• Stages and prepares materials for programming;
• Maintains accurate records of election equipment through process and inventory systems;
• Serves as subject matter expert for the warehouse inventory system, ensuring that check-in/check-out is done accurately and timely, and conducting regular cycle counts to maintain inventory accuracy;
• Works with Elections staff members to ensure accurate execution of pre and post-election day activities and works with technical lead to ensure data accuracy;
• Maintains, tracks and controls inventory for over 4 million dollars in elections related equipment;
• Programs voting equipment for deployment to approximately 125 polling places and 10 early voting sites;
• Prepares and maintains emergency deployment mobile voting trailer, a 3-unit vehicle fleet, and additional warehouse related machinery;
• Prepares and maintains inventory levels of all materials for shipping to polling places for each election;
• Builds equipment cages for deployment to all polling places and early voting sites;
• Oversees routing and delivery of equipment through a third-party moving company;
• Maintains and monitors GPS tracking of all election equipment cages;
• Processes voting equipment and organizes election supplies after each election;
• Coordinates repairs and replacement of voting equipment as required;
• Obtains, palletizes and maintains election records for destruction pursuant to Idaho Law;
• Applies the provisions of the Idaho Code to the conduct of elections in a fair and open manner;
• Answers inquiries according to established departmental policy and Idaho law governing elections;
• Works in a warehouse environment, managing warehouse layout, storage and public records requirements, and warehouse workflow;
• Oversees, trains and mentors elections warehouse specialist and temporary election workers to accomplish necessary tasks;
• Files documents and answers questions regarding the work of the office;
• Proofreads type written and printed materials.

Qualifications

• High School Diploma or equivalent;
• Associates degree from an accredited university in public administration, government, political science, geographic information science, accounting, or related field preferred or an equivalent combination of education and experience;
• Previous work in an election office or other public service agency preferred;
• Must have experience in operating typical warehouse equipment;
• Knowledge of Idaho Code as it pertains to elections preferred;
• Good knowledge of English grammar, spelling and punctuation;
• Good knowledge of general office equipment and filing systems;
• General knowledge of mechanical aptitude as it relates to equipment preparation, maintenance, and repair;
• General knowledge of elections process;
• General knowledge of office routines and telephone etiquette;
• General knowledge of data base entry and proofing data entry and documents;
• General knowledge of training/instruction programs and processes;
• General knowledge of project management, motivation techniques, training, stress management, and related activities;
• Skill in prioritization of duties as well as time and task management;
• Skill in written and verbal communications;
• Skill in operating multiple types of equipment;
• Ability to be well-versed in both warehouse and office functions;
• Ability to learn specialized elections computer systems;
• Ability to ask questions for clarification and immediately bring mistakes to the Supervisor's attention;
• Ability to learn a multitude of processes and manage them in accordance with Idaho Statutes;
• Ability to manage the programming of electronic systems and computer equipment in conjunction with the election's staff;
• Ability to direct several people and several detailed work processes simultaneously while achieving accurate results;
• Ability to manage multiple priorities in a fast paced and changing work environment;
• Ability to work with processes ranging from the very specific requiring attention to minute detail to vague requirements requiring mature judgment and input from co-workers, the Election Director, Elections Supervisor and the Clerk.

OTHER REQUIREMENTS:

• Must be able to work overtime both before and after elections, including weekends;
• Must possess and maintain a valid driver’s license;
• Must be forklift certified or obtain County forklift certification within 6 months of employment;
• Must be able to successfully pass a criminal background investigation and pre-employment drug and alcohol screening;
• Employee must be deputized to make work actions effective.

Supplemental information

• Work is performed primarily in a warehouse with limited duties performed in an office environment.
• The employee in this class is subject to environmental conditions pertaining to each area;
• Requires ability to routinely lift 35 lbs. and up to 50 lbs.;
• Requires ability to push and pull pallet in excess of 200 lbs.;
• Requires sufficient personal mobility and physical reflexes, to permit the employee to function in a warehouse and general office environment to accomplish tasks, including but not limited to repetitive bending, reaching, stooping and kneeling.

DISCLAIMER:
To perform this job successfully, an individual must be able to perform the primary job responsibilities satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed "key positions" in accordance with Title 65, Chapter 5 of Idaho Code.