2M56

PAY RANGE: EP13

ELECTION/PUBLIC INTEGRITYCOMPLIANCE SPECIALIST

(Board of Ethics)

(City Commissioners)

GENERAL DEFINITION

This is specialized administrative work of limited scope and difficulty in the maintenance of election documents, the realignment of electoral divisions, and the interpretation and application of the election expense campaign law for the City Commissioners Office or the maintenance and review of documents for compliance with lobbying, campaign finance, financial disclosure and other public integrity laws for the Board of Ethics. Employees in the City Commissioners specialty interpret provisions of election laws in the area of assignment and provide information. The employee in the City Commissioner’s Office specialty in the Campaign Expense Assignment administers the campaign expense program and implements the realignment of voting divisions. [JL1] The employee in the City Commissioners specialty Vote by Mail Assignment oversees Vote by Mail activities and ensures compliance with vote by mail laws. The employees in the Board of Ethics specialty review records maintained by lobbying entities, candidates and committees, including bank account records, vendor invoices and contribution and expenditure ledgers and compose reports of investigative findings in support of enforcement. Work is performed for both specialties under the supervision of an administrative superior.

ALLOCATING FACTORS: (The following factors must be met in order for a position to be allocated to this class.)

1. Positions must perform specialized administrative work of limited scope for the City Commissioners’ Office or the Board of Ethics depending on the area of specialization.

2. Only two positions will be allocated to the City Commissioners’ Office and three positions will be allocated to the Board of Ethics.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

BOTH SPECIALTIES

Assigns and reviews work of clerical staff; prepares and reviews written and oral reports; determines if reports submitted are accurate; trains clerical employees; notifies stakeholders of errors in reports; maintains and reviews records and provides information to City employees, officials, and the public concerning the area of specialization; communicates with state officials and other key stakeholders to coordinate changes or revisions.

Performs related work as required.

CITY COMMISSIONERS SPECIALTY

Campaign Expense Assignment

Interprets election campaign expense reporting law; reviews expense reports submitted by candidates and political committees;[JL2] ; advises candidates to submit corrected expense reports; conducts drawing to determine those candidates whose campaign expenses are to be audited; notifies candidates by letter when reports are due.

Confers with candidates, civic organizations, members of political groups and others to resolve campaign expense questions; directs the distribution of election expense forms to candidates and political parties;oversees the collection of late filing fees.

Assigns work to clerical staff processing financial reports and statements submitted by candidates for political office; [JL3] ; advises the District Attorney of flagrant discrepancies in campaign expense reports;

Interprets campaign expense law to election officials, candidates, political parties and public groups.

Maintains and updates official boundary maps of county electoral districts; revises maps to meet court-ordered changes; changes or deletes portions of maps by using erasing fluids; inks proposed changes on maps using free hand or mechanical drafting implements.

Prepares lists of city blocks by code number to be changed from one district to another for entry into data base; presents proposed realignment to the City Commissioners for approval; communicates with the judge presiding over implementation of court-ordered realignment to determine which districts must be realigned.

Provides information to the public concerning the physical limits of boundaries and copies of court orders affecting boundary revisions.

Creates and updates voter registration ward and division books; assembles voter registration street lists into electoral district and ward sets for distribution; assigns bilingual translator to appropriate polling sites on election day; maintains records of official election results for city and county offices; makes available to the public copies of official election results for all offices.

Designs ballot layouts; reviews departmental mail; routes inquiries to proper unit for resolution.

Trains and assigns work to clerical employees receiving and processing voter registration mail forms.

Assists County Board of Elections in processing nomination petitions, court proceedings, processing absentee ballots; and the canvass of official election results.

Prepares written and oral reports.

Vote by Mail Assignment

Interprets election vote by mail laws and implements procedures for compliance; maintains and records the timelines and requirements of ballots; reviews ballot mail; routes inquiries to proper vendor or department for resolution; maintains and updates vote by mail materials and specialized equipment; coordinates with vendor support staff to ensure the proper maintenance and calibration of mail equipment.

Provides technical direction and reviews the activities of clerical staff engaged in processing vote by mail ballots and related procedures.

Reviews documents and submissions related to the vote by mail law for the City Commissioners’ Office; coordinates with departmental staff for the receipt of ballots returned to County election offices; updates voters’ ballot status in state registration software.

Estimates needed postage with Post Office and with City Budget Bureau to and ensure necessary amounts are in accounts for each election.

Coordinates drop-off and delivery of mail ballots with Post Office.

BOARD OF ETHICS SPECIALTY

Assists with compliance with Public Integrity laws; Reviews and audits campaign finance, financial disclosure and lobbying reports filed with the Boards of Ethics to assess compliance with relevant laws; reviews records maintained by candidates and committees, including bank account records, vendor invoices and contribution and expenditure ledgers and composes reports of investigative findings in support of enforcement; organizes and analyzes evidence from a variety of sources, including bank documents and forensic computer images to develop and maintain databases in support of Board investigations; prepares exhibits for evidentiary hearings; assists with witness interviews.

Assists filers using the Financial Disclosure System (FDS) to report sources of income; assists candidates and committees using SmartClient software about campaign finance reporting, including the 24 hour contribution requirement; assists lobbyists, lobbying firms and principals in using the City’s online electronic lobbying filing system; assists the public with methods of searching for information concerning contributions and expenditures by Philadelphia candidates and committees in the campaign finance database, including detailed advanced searches with multiple parameters, and with multiple methods of searching the City’s online electronic lobbying filing database.

Assists with outreach programs for City officials and employees, candidates, treasurers, lobbying entities and the public concerning the requirements of the Public Integrity Laws.

Provides information to City employees and the public concerning ethics, campaign finance, lobbying and financial disclosure laws; responds to the public form information about the Board and its work; reviews public integrity laws and filing requirements in other jurisdictions; conducts related research as directed.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

BOTH SPECIALTIES

KNOWLEDGE OF:

· office practices and procedures

· federal, state, and local laws and regulations governing the area of specialization

CITY COMMISSIONERS SPECIALTY

· the federal, state, and city laws and regulations concerning elections

· the election laws of Pennsylvania as they apply to voter registration and the conduct of elections

· the geography of the City

· Election Management software and ballot lifecycle

· specialized equipment pertaining to printing and scanning ballots, and utilizing the voting system related to the area of assignment

· use of XML Editing and SQL databases to run reports

· central count ballot tabulator operation

BOARD OF ETHICS SPECIALTY

· the laws administered by the Boards of Ethics, including the Ethics, Financial Disclosure, Campaign Finance and Lobbying requirements of the Philadelphia Code and applicable public integrity provisions of the Home Rule Charter

· the online Financial Disclosure System (FDS)

· the City’s online electronic lobbying filing system

· SmartClient software for campaign finance reporting

SKILL IN:

CITY COMMISSIONERS SPECIALTY

• utilizing specialized equipment pertaining to ballots

• communicating effectively with election officials and the public regarding elections in the area of assignment

• the use of Relia-Vote, Output Manager, Vantage Sorter Sort Scheme, and Editor MSE Inserters software for the Vote by Mail Assignment only

• the use of AcceleJet Printer, Opex Model 72 Extractor, and Vantage Sorter for the Vote by Mail Assignment only

ABILITY TO:

BOTH SPECIALTIES

· plan, organize, and assign the work of clerical employees engaged in office work related to the area of specialization T

· establish and maintain effective working relationships with associates, political parties and candidates, City officials, and the general public

· interpret and apply laws and regulations

· maintain records

· conduct training, outreach, and information sessions to a variety of audiences

CITY COMMISSIONERS SPECIALTY

· interpret pertinent sections of the Pennsylvania election laws for the area of assignment

· revise boundary maps of county electoral districts to meet changes required by court order for the Campaign Expense Assignment only

· communicate with the media, schools, and civic groups on matters relating to campaign expenses or electoral district realignment, voter registration, or vote by mail and election procedures

· plan, organize, and supervise a large temporary staff in various phases of voter registration and election procedures related to the area of assignment

· organize and prepare received ballots for review, extraction, and tabulation

· prepare estimates for the Budget Bureau and coordinate with vendors to maintain supplies necessary for ballots

BOARD OF ETHICS SPECIALTY

· [JL4] analyze and apply public integrity laws and regulations to assess compliance

· conduct research and determine appropriate research methods utilizing current research techniques

· prepare clear and accurate summaries and reports based on investigative findings

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 5/21.)

EDUCATION:

BOTH SPECIALTIES

Completion of two years of coursework at an accredited college or university.

ANDEXPERIENCE:

CITY COMMISSIONERS SPECIALTY

GENERAL EXPERIENCE:

One year of experience performing administrative duties dealing with the conduct of elections.

AND

SPECIFIC EXPERIENCE:

One year of specialized clerical experience in the City Commissioners’ Office with primary responsibility for processing campaign expense reports or referencing Pennsylvania campaign expense laws.

One year of specialized clerical experience which must have included use of vote by mail information management software and vote by mail computer-based equipment and related software for processing ballots and extraction.

BOARD OF ETHICS SPECIALTY

AND

EXPERIENCE:

Two years of trainee level experience maintaining and reviewing documents for compliance with lobbying, campaign finance, financial disclosure and other public integrity laws for the Board of Ethics.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources.

NOTE: For Both Specialties, completion of a Bachelors degree at an accredited college or university can be substituted for one year of the required general experience.

NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions. In accordance with Civil Service Regulation 11.032 - Selective Factor Certification – the appointing authority may request certification of eligible candidates with the specified experience to fill specific positions in this class. Certification to fill such position will be made from the two highest ranking eligible candidates on the eligible list who possess the specified qualification.

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established: 11/80

Spec. Revision: 10/89

CSC - 4/13; Ad. Board – 5/13

Spec. Revision:

CSC – 5/15; Ad. Board – 6/15

Spec. Revision:

CSC – 6/17; Ad. Board – 8/17

Latest Spec. Revision:

CSC – 4/21; Ad. Board – 5/21