Deputy Registrar (PT)

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Under direct supervision this position serves as the deputy to the General Registrar and is responsible for assisting with the day-to-day operations of the Office of the Registrar ensuring the accurate secure and legally compliant administration of all voter registration election management and records functions. Reports to the General Registrar.

Assists the General Registrar in planning organizing and directing the full range of voter registration activities including processing applications maintaining the voter registration database conducting list maintenance and ensuring compliance with the National Voter Registration Act (NVRA) the Help America Vote Act (HAVA) and applicable Virginia state law.

Assists withthe preparation conduct and certification of all elections including primary general special and local elections; coordinates the recruitment training and assignment of election officers; manages the logic and accuracy testing of voting equipment; and ensures proper chain of custody for ballots equipment and election materials.

Assists with the administration of absentee voting and in-person early voting programs; processes absentee ballot applications; coordinates secure ballot distribution return and canvassing in accordance with deadlines established by the Virginia Department of Elections (ELECT) and the Code of Virginia.

Assists with maintaining official voter registration records and election records in accordance with state and federal retention schedules; manages electronic records systems and coordinates with the Department of Information Technology for system access and security.

Assists with serving as a primary point of contact for voters candidates political committees and the public on matters related to voter registration ballot access campaign finance disclosure and election procedures; resolves complaints and inquiries with tact and accuracy.

Assists with the preparation and monitoring of the office budget; ensures purchasing and financial transactions are conducted in accordance with applicable policies and procedures; coordinates grant reporting and federal HAVA fund compliance.

Participates in election planning meetings training programs and conferences sponsored by the Virginia Department of Elections the Virginia Association of Electoral Boards and Registrars (VRAV) and the Election Assistance Commission (EAC); remains current with changes in election law voter registration systems and voting technology.

Performs other duties as assigned.

REQUIRED KNOWLEDGE

• Election Administration & Virginia Election Law Thorough knowledge of the Code of Virginia Title 24.2 (Elections) Virginia Department of Elections regulations and local election procedures governing voter registration absentee voting polling place operations candidate filing campaign finance disclosure and election certification.
• Federal Election Law & Compliance Knowledge of the National Voter Registration Act (NVRA) Help America Vote Act (HAVA) Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) Voting Rights Act and related federal requirements applicable to local election administration.
• Voter Registration Systems & Database Management Knowledge of the Virginia system Virginia Election and Registration Information System (VERIS) and related statewide voter registration databases; understanding of list maintenance processes duplicate resolution and data integrity standards.
• Records Management & FOIA Knowledge of public records laws Virginia records retention schedules Freedom of Information Act (FOIA) compliance requirements and electronic records management systems as applied to election and voter registration records.
• Office Administration & Digital Systems Considerable knowledge of administrative and clerical procedures modern productivity tools digital records systems and office technology used to support election operations and records compliance.
• Customer Service Thorough knowledge of principles and processes for providing customer services including setting and meeting quality standards and evaluating citizen satisfaction in a public-facing government office.

REQUIRED SKILLS

• Judgment / Decision Making Evaluates the best method of research and then exercises appropriate judgment in establishing priorities and resolving complex and time-sensitive election administration matters. Considers relative costs legal implications and benefits of potential actions to choose the most appropriate one.
• Critical Thinking Uses logic and reasoning to understand analyze and evaluate complex election law questions and administrative challenges; researches information to identify the strengths and weaknesses of alternative solutions and approaches to the situation.
• Interpersonal Relationships Develops and maintains cooperative and professional relationships with voters candidates political committees Electoral Board members state agency personnel employees and managers. Tactfully and effectively handles inquiries complaints and politically sensitive situations.
• Computer Skills Proficiently utilizes a personal computer with word processing spreadsheet database and election management software to complete a variety of administrative and reporting tasks with reasonable speed and accuracy.
• Supervision Leads and directs office staff and election officers through coaching performance management and professional development; fosters a culture of accountability accuracy and public service.

REQUIRED ABILITIES

• Coordination of Work Ability to establish and implement effective administrative programs and procedures for a cyclical deadline-driven election calendar. Plans and organizes multiple concurrent activities including voter registration processing election preparation and absentee ballot management. Maintains a calendar for filing deadlines certification dates and election milestones.
• Communication Excellent ability to communicate complex legal and procedural information effectively both verbally and in writing to voters candidates board members and the public. Ability to prepare accurate reports official correspondence public notices and policy documentation. Handles sensitive voter and election information with tact diplomacy and strict confidentiality.
• Attention to Detail & Accuracy Ability to thoroughly review voter registration records ballot documents election certifications and legal filings to identify errors inconsistencies and compliance gaps; maintains an exceptionally high standard of accuracy in all official records and public-facing information.
• Adaptability & Stress Management Ability to remain calm effective and professional when managing high workloads compressed election timelines legal challenges and heightened public scrutiny during election periods.
• Confidentiality & Discretion Ability to handle sensitive voter information election security materials and personnel matters with strict confidentiality and in full accordance with applicable state and federal law.

Requires High School diploma: associates degree preferred and 35 years of progressively responsible experience in election administration government records management or a closely related public sector function or an equivalent combination of education and experience.

ADDITIONAL REQUIREMENTS

An acceptable general background investigation to include a local and state criminal history check and a valid drivers license with an acceptable driving record.

Must be a qualified registered Virginia voter with preference to registered voters the jurisdiction served as required by the Code of Virginia. (24.2-112 (B) )

Required to work extended hours evenings and weekends during election periods including Election Day and absentee voting periods. Considered essential personnel during declared emergencies and election-related events.