Sep 10, 2020

WMS BAND 2 - VOTEWA SUPPORT MANAGER

  • State of Washington
  • Olympia, WA, USA

Job Description

Description

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Elections Division plays a critical role in ensuring Washington's democratic process is fair, accurate, accessible, and secure. Elections staff provide valuable services to voters, as well as statutorily required training and certifications to election administrators in all 39 counties. The division develops elections policy, administers our statewide voter registration database and VoteWA system, manages statewide elections, and verifies and accepts petitions for initiatives and referenda.
  VoteWA Support Manager
(Exempt)
This position reports to the Deputy Director of Elections and is responsible for managing the VoteWA support team. VoteWA is a mission critical application required to register voters and conduct elections statewide. The VoteWA support manager develops, implements, and manages program objectives and priorities. Much of this work is accomplished in collaboration with external stakeholders and 39 independently elected auditors and election officials. The position is responsible for three mission critical functions: the maintenance and use of the VoteWA system, voting system testing and certification, and managing our membership in the Electronic Registration and Information Center (ERIC).This position serves as the VoteWA product owner, and coordinates system priorities between users, IT staff, and our technology provider.

The VoteWA program manager is responsible for making collaborative strategic judgements and decisions balancing competing program demands and priorities for resources; develops, modifies, and implements division policy; formulates long-range strategic plans and projects; and makes division-wide strategic decisions with the elections management team. Additionally, the VoteWA program manager integrates division and office policies and continuously reviews the program for compliance with division and office policies and strategic objectives.

  Please note:  Interviews for this position will be conducted on an ongoing basis. First review of applicants will be August 27, 2020. It is in the candidate's best interest to apply as soon as possible. The hiring manager reserves the right to fill the position at any time.

Duties


PRIMARY RESPONSIBILITIES

VoteWA Product Owner
 

Regular communication with project stakeholders and, during system outages or impacts to performance, hourly updates Prioritization of backlog based on input from stakeholders Grooming of backlog prior to Sprint Planning meetings Entry of new user stories and bugs into the backlog Responding to questions from developers and stakeholders during development and testing Coordination and distribution of testing materials along with collection of completed test logs and feedback Reports and updates to the Executive Steering Committee and participation in any sub-committees
VoteWA Support Manager
Oversees the operation of the VoteWA help desk Organizes and conducts training for staff and users Acts as a liaison between IT staff, election officials, technology providers, and other agencies to ensure VoteWA is fully functional Implements state law changes as they pertain to voter registration and the system Ensures system functionality for statewide election results reporting
Manage participation in ERIC
Oversees Washington’s participation in the Electronic Registration and Information Center Establishes and maintains procedures for the program Works with county election officials, vendors, and other agencies to ensure the matching programs are fully implemented Ensures compliance with all applicable federal and state laws and requirements Ensures compliance with the membership agreement

Manage the voting systems certification program
 

Certifies voting equipment for use in Washington in accordance with Washington State laws Establishes and maintains procedures for the voting system certification program Maintains working level knowledge of all tabulation systems approved for use in Washington Researches and remains current with vendor products and upgrades of tabulation systems Manages the system certification board Maintains Coordinates and attend board meetings and keeps board members apprised of emerging technologies and upgrades



Staff Supervision

Supervises assigned staff Ensures proper coverage for all functions and peak time periods for both planned and unplanned absences Provides training and regular feedback and coaching when necessary Holds regular staff meetings Writes expectations and performance evaluations Plans, leads organizes and controls the work performed by program staff Assures effectiveness of employees through timely appraisal, training and professional development opportunities Supports effective communications throughout the division Maintains the highest standards of personal, professional and ethical conduct and supports the state's goals for a diverse workforce Determines workload coverage, schedules and vacations comply with management mandated blackout dates Makes recommendations on hires of professional, clerical and professional program staff; initiates disciplinary action


Miscellaneous Duties

Serves as a member of the elections management team Provide expert consultation to the management team on a technical basis Assist with managing the program budget Represent the office on assigned committees Implements state law changes Proposes WAC changes


ACCOUNTABILITY - SCOPE OF CONTROL AND INFLUENCE

Ensures compliance with state and federal requirements for voter registration and VoteWA specifically and coordinates those efforts with county elections officials and the OSOS Manages the VoteWA support staff

DECISION MAKING AND POLICY IMPACT

Major decision-making responsibilities assumed by the Program Manager:
Serves as the expert on VoteWA and elections laws, administrative rules and business requirements, project status, ticket tracking in regarding the VoteWA system and in ServiceNow Ensures compliance with requirements from federal and state law, rules, and regulations for the VoteWA system
Major actions taken to a superior for approval:
Major shifts in policy and procedure Items requiring legislative action Personnel actions requiring action by the Elections Director or Deputy
Qualifications REQUIRED QUALIFICATIONS
The VoteWA Manager position requires professional level knowledge of the principles and application of management, VoteWA application management, familiarization with county election administrators in Washington state historical context of the VoteWA project and a commitment to the success of the project Professional knowledge of statewide elections is generally reflected through a Bachelor's degree in political science, public administration, business administration, public relations, communications, education or related field, or equivalent, and current professional knowledge of elections principles and practices Four years of experience working in elections at the county or state level, one year of including managing a program at a supervisory level Additional experience may be substituted for education Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position
PREFFERD/DESIRED QUALIFICATIONS
Washington State Certified Elections Administrator credentials highly preferred at time of hire Experience as a supervisor and leading and mentoring staff Effective oral and written communication skills, ability to multi-task, ability to analyze complex data and make recommendations is required Demonstrated knowledge of voter registration management and vote tabulation systems Demonstrated experience drafting legislation and WACs Knowledge of the state legislative process Demonstrated knowledge of governmental structure of municipalities, special purpose districts, counties, and the state Demonstrated strong interpersonal skills to successfully facilitate and coordinate the efforts of diverse staff and promote a cooperative work environment; coaching and mentoring, inspiring and motivating; building trust in others and maintaining confidentiality Demonstrated ability to balance and manage multiple priorities and activities; conduct annual, weekly, and daily workload planning and analysis, including establishment of short-and long-term goals, objectives and performance measures; and meet critical deadlines without compromising accuracy or compliance standards Demonstrated skills and professional development to represent the agency in a positive, professional manner, when so requested or required Product Owner or Project Management Certification or experience working in agile development cycles designed at time of hire

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