FOIA/Records/Outreach Manager (Management Analyst II)

This is a great opportunity for an individual who succeeds in a collaborative environment where thoughtful analysis and teamwork is leveraged to meet demanding deadlines and deliver professional, dynamic communications. This position leads a focused seasonal outreach team and work with the office's division managers to effectively distribute accurate elections information.

Under the general supervision of the Communications Division Chief (CSIII), coordinates elections materials collection and responds to Freedom of Information Act (FOIA), National Voter Registration Act (NVRA), and other departmental requests for information. Serves as the agency's designated Records Officer. Assists the division chief in overseeing all internal and external communications responsibilities; and manages the office's voter outreach program.

Composes complex, technical, and expansive responses to VFOIA and NVRA requests. Assembles responsive election documents; coordinates election staff input. Ensures compliance with statutory requirements and deadlines, and provides thorough, accurate, and timely responses to FOIA and NVRA requests. Assists the division chief in managing and responding to requests for information from political party representatives, county stakeholders, the press, and the public. Organizes information in accordance with statutory requirements, electoral board and office policy, and voter communication best practices. Coordinates polling place visits, delegation meetings, and outside observer requests.

Supervises the office's records management workflow, serving as the designated Records Officer. Ensures compliance with document guidance, retention schedules, and best practices per the Library of Virginia. Supports the division's development and implementation of the Office of Elections' overall communications plan, engaging with office colleagues, county staff, election officers, community stakeholders, the press, and voters.

Develops and plans a voter outreach program in line with office priorities and available resources. Identifies voter education needs and outreach opportunities. Maintains awareness of voting procedures, legislative changes, and the overall election cycle.
Job duties include:

• Coordinates and composes complex, technical and expansive responses to VFOIA requests.
• Works closely with the General Registrar/Director of Elections, Communications Division Chief, and managers throughout the Office of Elections to compile and review responsive election data, statistics, and procedural information.
• Organizes and distills staff input to provide accurate and complete responses to FOIA requests, ensuring adherence to statutory requirements regarding redaction, release, and deadlines.
• Assists the Communications Division Chief in managing and responding to requests for information.
• Helps analyze requests from political party representatives, county stakeholders, community groups, the press, and the public to draft accurate and professional responses.
• Prepares, reviews, and sends timely responses in the absence of the division chief.
• Manages requests for polling place visits, meetings with civic and foreign delegations, and neutral observers including scheduling, logistics support, and coordination with Election Administration staff.
• Serves as the Office of Elections' Records Officer. Oversees the elections record management workflow: physical and electronic record organization, retention, and disposition.
• Works with office staff to develop and implement best practices and ensure compliance with document guidance and retention schedules per the Library of Virginia.
• Supports and actively participates in the development and implementation of the Office of Elections' communications plan.
• Helps oversee all internal and external communications responsibilities.
• Assists in the review, tracking, and maintaining status information of pending legislation.
• Produces effective website content to communicate registration and voting information in coordination with Elections IT.
• Works in conjunction with OPA and other county staff to deliver unified, effective external communications.
• Develops voter outreach strategies. Identifies voter education needs, based on input from elections operations staff, and advances focused outreach opportunities.
• Plans voter outreach events and trains, equips, and schedules seasonal staff in line with available resources.
• Maintains awareness of voting procedures, legislative changes, and the overall election cycle.
• Tracks and evaluates outreach program efficacy.
• Other duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
Graduation from an accredited four-year college or university with a bachelor's degree in the field related to the assigned functional area; plus two years of professional work experience within the functional area.

CERTIFICATES AND LICENSES REQUIRED:
Must be a registered voter in the Commonwealth of Virginia or able to become one within 30 days of employment.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check and a credit check to the satisfaction of the employer.

Additional Work Schedule Requirements: Some overtime is required approximately 30 days before and 10 days after each election.

PREFERRED QUALIFICATIONS:

• Two (2) years of experience in an elections office
• Strong organizational and coordination skills
• Proven communications and customer service skills
• Ability to gather, integrate, and analyze data
• Attention to detail in reviewing content and drafting correspondence
• Proven ability to succeed in a deadline-driven environment
• Intermediate Microsoft Office Word skills to draft correspondence, send emails, and create/edit documents and spreadsheets
• Desktop publishing/content creation skills to develop outreach materials, review document layouts, and support varied communications tools (using Canva, InDesign, Publisher, etc.)
• Proficiency using database management systems (Airtable, Access, etc.)

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