SECRETARY OF STATE (DEPT OF STATE)

Salary: $85,000 

Grade: 23

The Elections Filing Manager oversees the Division’s filing operations and works with other Elections Manager(s) and the Deputy State Election Director to ensure the Division’s compliance with state and federal laws and regulations relating to initiative, referenda, recalls, new party and candidate nomination petition processing, E-Qual, petition circulator registration, officeholder financial disclosures, campaign finance and lobbying filings.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

- The EFM manages Division staff and interns, and communicates frequently with counties, cities/towns, officeholders, candidates, and the regulated community.

- Manages the day-to-day operations of the Elections Filing Team. Responsible for managing staff, projects, and operations and ensuring compliance related to initiative/referenda/recall/new party/candidate nomination filings and processing, petition circulator registration, official events such as the official canvass and Electoral College, campaign finance, E-Qual, officeholder financial disclosures and lobbying. Responsible for ensuring related handbooks and forms are created/updated timely and accurately. Responsible for the filing internship program.

- Act as project manager for election related IT systems including but not limited to Beacon, Candidate Portal, E-Qual, EMS, Circulator Portal, Lobbyist Portal and the Petition Management Services System. Oversee the development of all election related IT systems, provide guidance to IT regarding the business requirement documents for election related IT systems and work with staff to provide specifications/guidance for IT development. Ensures legal compliance and functionality and facilitate on-going positive user experience. Provide research and confirmation of the statutory requirements of filings, conduct QA tests on the election related IT systems and software.
- Assists with customer service needs on topics such as E-Qual, campaign finance, petition filings and financial disclosures. Helps create and maintain accurate content for the website in areas specific to their role.

Knowledge of:
- Arizona state government and duties of Secretary of State
- Secretary of State services and computer software applications
- Federal and Arizona election laws and procedures
- Local and communities, politics, and organizations.
- The methods and means of collecting and evaluating data.
- Comprehensive knowledge of Microsoft products, including Windows, Word, Outlook, Excel, and PowerPoint
Skill in:
- Can deliver excellent customer service via diverse delivery mediums, including in-person, telephone and electronic
- Strong team mentality with a devotion to both division and agency success
- Developed interpersonal, written, and oral communication skills
- Public speaking and presentation skills with an ability to cater to various audiences
- Skilled at developing and executing goals, while effectively and efficiently utilizing all resources to meet deadlines
- Can develop and implement new processes and procedures
Ability to:
- Read and interpret state and federal law
- Balance, prioritize and organize multiple tasks
- Plan for projects and delegate tasks as needed
- Work collaboratively in teams and across organizations
- Synthesize feedback and adjust plans accordingly
- Build strong relationships inside and outside the organization
- Resolve incidents/problems efficiently and effectively, recognizing customers’ competence levels, and able to approach each level appropriately
- Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona offers a comprehensive benefits package to include:
- Sick leave
- Vacation with 10 paid holidays per year
- Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
- Health and dental insurance
- Retirement plan
- Life insurance and long-term disability insurance
- Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period.

The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.