Administrative Assistant - Associate, Election Authority

PURPOSE:The purpose of this position is to provide general secretarial and administrative support to the Director and Assistant Director Elections and in providing general clerical support for operational activities and assist with voter registration, absentee balloting and assisting the general public. This position acts under the supervision of the Assistant Director Elections.JOB DESCRIPTION:

Opens and sorts the Directors mail. Sorts and distributes incoming mail, prepares certified mail, prepares bulk mailings.

Reviews all correspondence and communications that originate from or are addressed to the Director including email communication from general office account.

Assists the Director in preparing, proof-reading and distributing a variety of letters, documents, emails and notices, some of which may be of a confidential nature.

Assists with proof reading ballot language and ballot creation. Takes in candidate filing for local elections. Assists with receiving ballot submissions from political subdivisions.

Maintains working documents in folders on the shared drive in a current status for accessibility by co-workers and assists co-workers when needed.

Maintains Election Timeline for Director and assists with preparing budget requests.

Assists the public and media in locating specific elections information.

Updates and maintain various lists or databases with names, addresses, and contact information.

Coordinates the posting of information to the Elections website. Proofs and updates forms, lists, and documents and submits to Communications.

Assists with all aspects of processing and maintaining voter registration and related tasks.

Processes MCVR reports for voter registration maintenance including (Daily, DHSS, and DOC reports).

Assists with Election Day and election night activities, absentee voting, and special projects.

Tracks State and Federal Election bills.

Assists with special projects.

Provides customer service to voters in-person or by phone. Creates Certificate of Registration forms.

Answers phones, mail, filing, scanning, updating databases and daily MCVR updates.

Assists with the maintenance of various voter registries.

Works extended hours election day and evening.

Maintains knowledge of federal and state regulations relating to elections.

Validates voter signatures for ballot access of Initiative Petitions and candidate filing petitions.

Acts as back up to the Account Clerk for processing payroll including processing temporary employee time sheets.

Perform other duties as assigned.

This position can telecommute on occasion.