Initial Posting Date:

05/15/2025

Application Deadline:

06/01/2025

Agency:

Secretary of State

Salary Range:

$7,009 - $11,384

Position Type:

Employee

Position Title:

Elections Administration Manager (Business Operations Manager 1)

Job Description:

LOCATION: Salem, OR

In-state remote work is available for this position with supervisor approval.

See definition and requirements of remote work for the Oregon Secretary of State’s Office: Remote work with the Secretary of State’s Office

SALARY:

$7,009 - $11,384/per month Non-PERS Rate

$7,430 - $12,068/per month PERS Rate

WHAT YOU WILL DO:

We are recruiting for an individual to join our Elections division.

In this role you will oversee all aspects of the Division’s work related to the technical administration of elections, including voter registration and election management and oversee all compliance-related aspects of the Division’s work on initiative, referendum, referral, and recall processes, candidate filings and qualifications, voters’ pamphlet filings and production, and translations of the voters’ pamphlet.

This is accomplished in part by, but not limited to:

Elections Administration Compliance

• Overseeing the ongoing and existing operations, training, and public-facing compliance-related interactions between program staff and external stakeholders.

• Supporting the work of program staff by providing guidance and assistance to work through issues with external stakeholders including local elections officials, and other state agencies.

• Serving as a program expert to help implement legislative and policy changes.

• Assisting division leadership and making recommendations on strategic goals, initiatives and short- and long-term objectives related to assigned program areas.

Management

• Providing leadership, supervision and direction for elections administration staff: planning, assigning and reviewing work, establishing goals and assessing performance through completion of written evaluations.

• Collaborating with Human Resources to ensure successful recruitment and retention strategies are in place and to manage employee relation issues as they arise to ensure timely responses to personnel issues and complaints.

• Fostering an environment that motivates, encourages and promotes staff development. Identifying training needs and professional development for division staff.

Contract Administration and Management

• Overseeing contracts and vendors involved in supporting election administration programs, including but not limited to the voter registration and election management applications, election reporting, voters’ pamphlet, and election hardware and software.

• Ensuring contracts meet program needs and are created, renewed, or terminated in a manner that aligns with business needs.

• Monitoring and overseeing that vendors meet deadlines and requirements for delivery.

• Calculating cost estimates and managing price amendments.

• Coordinating with the Agency Procurement team on Requests for Proposals, contract management and administration and cost forecasts/estimates. Review and approve invoices and payments.

• Working with the Secretary of State Business Services Division to draft intergovernmental agreements (IGA) with local elections officials and ensure they are followed by the Agency and local elections officials.

For explicit duties, please request a copy of the position description from HR.SOS@SOS.oregon.gov.

TO QUALIFY:

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don't meet every one of our desired qualifications listed.

Your application must demonstrate education and/or experience in the following:

Five years* of lead work, supervision, or progressively related experience;

OR

Two years* of related experience and a bachelor’s degree in a related field.

*Experience must include direct supervision and management over staff which included authority to: Hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward or discipline other employees, or responsibility to direct them, or to address their grievances, or to effectively recommend such action(s).

As the most competitive candidate, your application will demonstrate the following requested skills and experience:

• Leadership and team management - ability to lead and motivate a diverse team, manage workloads effectively, and foster a collaborative work environment that drives high performance and continuous improvement in a fast-paced, politically sensitive environment.

• Legislative and Policy Expertise –experience assessing, interpreting, recommending, and/or applying statutes, legislation, rules, and regulations.

• Business Acumen - experience applying business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources (financial, procurement, asset, and information).

• Staff Development - actively engage and motivate employees to recognize their potential and support success by identifying training needs and professional development.

• Emotional Intelligence - strong interpersonal skills, including the ability to tactfully and effectively navigate complex and difficult scenarios. The ability to consciously recognize, understand, and manage one's own emotions, and to empathetically and judiciously recognize, understand, and influence the emotions of others.

• Written and verbal communication – ability to communicate clearly, concisely, and accurately to engage with a wide and diverse audience.

Preference may be awarded to candidates that have experience in elections administration applying federal, state, and local election laws and regulations applicable to conducting elections, which include at least one presidential or gubernatorial election and/or public procurement.

If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.

HOW TO APPLY:

• Click apply

• Upload your resume

• Complete job history and education sections to clearly demonstrate how you meet minimum qualifications for the position

• Complete application questionnaire

• Submit your finalized application

• Complete additional inbox questionnaires on confidentiality and veteran status

Please note: you must attach your resume to your application and complete the job history and education sections of the application. Failure to submit the required materials will remove your application from consideration.

ABOUT THE AGENCY:

The Oregon Secretary of State is one of three constitutional offices created at statehood. As an independent constitutional officer, the Secretary of State answers directly and solely to the people of Oregon.

The Secretary of State employs approximately 245 full-time, part-time, and temporary employees. The Secretary oversees the functions of seven program divisions: Archives, Audits, Corporation, Elections, Business Services, Information Systems, and Human Resources.

OUR MISSION:

Build trust between the people of Oregon and our state government so that public services can make a positive impact in peoples’ lives.

OUR VISION:

We envision an Oregon without barriers, where we lead with our values and believe every voice should be heard. We do so by:

• Building equitable access to our democracy.

• Making tools easily available to achieve economic success.

• Ensuring state resources are used sustainably, efficiently and accountable to the public.

• Honestly acknowledging Oregon’s history.

OUR VALUES:

Access for all

We elevate equity through identifying and actively eliminating barriers.

Authenticity

We have integrity and are honest and true to ourselves and others.

Clarity

We share stories, using plain language to increase understanding and impact.

Respect

We are committed to serving the people of Oregon and strive to understand all viewpoints.

Service

We are responsive and prioritize the needs of current and future Oregonians we serve.

For more information about the Oregon Office of Secretary of State, please visit: State of Oregon: Oregon Secretary of State - Home

WHAT’S IN IT FOR YOU:

• Family Friendly Work Life Balance (paid time off, 12 holidays, 3 personal days, short and long term disability benefits)

• Take Care of Yourself and Your Family (comprehensive employee benefits, choice of medical plans, vision plan, life insurance, child care flexible spending account, employee assistance program)

• Celebrate Uniqueness: Diversity and inclusion are cornerstones of our values. We recognize that diversity and inclusion are critical to developing a talented, high-performing workforce and are committed to providing a supportive work environment in which all of our employees can thrive and reach their full potential. We strive to maintain a culture that attracts, develops and retains a diverse workforce that closely mirrors the residents of our community. We learn from and respect the cultures in which we operate and value the uniqueness of individual talents, experiences and ideas.

• Invest in Your Future: (Pension plan, deferred comp, short and long term disability plan, flexible spending accounts for healthcare and dependent care)

• Be Appreciated (employee recognition events, agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over, dynamic employees doing impactful work)

• ADA: At the Secretary of State, we value community and foster a sense of belonging for our employees

See our current job listings and internship opportunities, compensation, and benefits here: Careers with the Secretary of State.

ADDITIONAL INFORMATION:

• Additional applicant screening will depend on the number of qualified applications received. Screening will include skills testing, the results which may be used as part of the applicant evaluation process.

• Candidates whose background most closely matches the qualifications and required/requested skills of this position will be invited to an interview. Interviews will be held virtually.

• Successful candidates must pass a criminal history check. Adverse background data may be grounds for immediate disqualification.

• Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: Veteran Resources. You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.

• The Secretary of State does not offer VISA sponsorships. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6%.

QUESTIONS?

For additional information you may contact us at HR.SOS@SOS.oregon.gov.

The Oregon Secretary of State is an equal opportunity, affirmative action employer committed to a diverse workplace.