Absentee Coordinator/Election Administration Assistant

City of Suffolk•Human Resources Building, VA

4d•Onsite

About The Position

Performs specialized clerical work maintaining ballots, ballot orders, ballot mailing, and ballot e-mailing, assisting with the development of absentee application laws and regulations, ensures pertinent information is displayed in a timely manner on our Suffolk City website, works directly with our Electoral Board, performs specialized work registering voters and maintaining voter registration and absentee records in accordance with State and local laws and regulations. Work involves typing, filing and record keeping with frequent contact with the public, news media, and elected officials. Employee must apply independent judgment and interpret policies and regulations based on training and knowledge gained through experience on the job. Reports to the General Registrar. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. An individual must be detail orientated. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Requirements

High school diploma or GED; supplemented by college level course work or vocational training in personal computer operations; supplemented by a minimum of three years’ previous experience and/or training that includes general office work, customer service, personal computer operations, and data entry; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Requires a valid driver's license.
Ability to calculate and/or tabulate data, including performing subsequent actions in relation to these computational operations.
Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Ability to read a variety of informational documentation, directions, instructions, and methods and procedures.
Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech.
Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
Ability to utilize a wide variety of reference and descriptive data and information.
Ability to deal with people beyond giving and receiving instructions; must be adaptable to performing under maximum stress when confronted with an emergency.
Knowledge of the policies, procedures, and activities of the City and of departmental practices as they pertain to the performance of duties relating to the position.
Knowledge of the practices and procedures associated with clerical/general office work.
Knowledge of modern office practices, methods, and procedures.
Knowledge of the operation and maintenance of office equipment typically utilized within the position.
Knowledge of the laws, regulations, standards, policies, and procedures pertaining to the essential duties and responsibilities of the position.
Ability to comprehend, interpret, and apply regulations, procedures, and related information.
Knowledge of the terminology, principles, and methods utilized within the department.
Ability keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.
Ability to effectively interact with supervisors, the general public, and all other groups involved in the activities of the department, and to effectively communicate both in person and by telephone.
Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
Ability to use independent judgment and work with little direct supervision as situations warrant.
Ability to handle required calculations.
Knowledgeable of and proficiency with computers.
Ability to read, understand, and interpret reports and related materials.
Ability to type and perform data entry accurately and with appropriate speed.

Responsibilities

Processes all absentee mail/email digital and hardcopy applications, including ongoing communications, by determining status and qualification of each application/absentee voter in the Virginia Department of Elections secure statewide database.
Ensure compliance with all applicable election laws, regulations, security procedures, and chain-of-custody requirements.
Responsible for scanning, attaching, and maintaining applications physically and digitally for all absentee voters.
Communicates with, manages and maintains records for military, overseas, and federal voters (UOCAVA) while ensuring the applications are up-to-date and provides renewal information throughout the year.
Processes, mails/emails ballots to absentee voters
Receives, processes, and ensures all ballot envelopes are properly reviewed for completeness and promptly communicates with voters any deficiencies while ensuring voter privacy.
Serves as direct liaison between the Voter Registration Office and vendors that pertain to the absentee voting process.
Designs, implements, and maintains tracking and projection spreadsheets as it pertains to absentee voting by mail/email.
Maintains absentee records for all elections in accordance with retention requirements established by the Library of Virginia.
Coordinate ballot curing processes and voter notifications when permitted by law.
Prepare reports, logs, and documentation related to absentee voting activities.
Assist with election preparation, staffing, training, and post-election canvassing activities.
Recognizes and projects stringent deadlines; ensures staffing and supplies are in place to meet such deadlines; manages and maintains all absentee mail supplies and assists with future projections for supply/absentee infrastructure needs including postage.
Prepares, maintains, updates and prints forms, envelopes, binders and labels, as needed, for all Election Day precincts.
Supports the front office operations and other areas within the Office of Elections, as needed, to ensure coverage throughout, including answering phone calls, working the front window, and receiving shipments.
Manages and responds to all inquiries submitted to the main department email address.
Work closely with our local USPS Office to ensure receipt and drop off of absentee ballots are conducted in a timely manner.
Performs other duties as assigned.
Assists the General Registrar in notifying voters of precinct boundary changes, assist in officers of election training and ensures the election officers oath and responses are accurate and current, reviews rosters and poll books from individual precincts to determine accuracy of voting reports, performs other related work as required.
Provides clerical support to the Department; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Performs customer service functions in person, by telephone, by mail, and/or by e-mail; provides information/assistance regarding department services, procedures, fees, or other issues; responds to inquiries from the public; explains policies and procedures; responds to routine questions or complaints; researches problems, gathers information, and refers issues to appropriate individuals/officials.
Operates a personal computer, printer, scanner, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, email, Internet, or other computer programs; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; performs log-on and log-off of computer equipment and software programs used by the general public.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
Monitors inventory of office supplies; advises appropriate staff when new supplies are needed; stocks office copy paper and cleans supply cabinets as needed.
Performs general clerical tasks, which may include copying documentation, sending/receiving faxes, sending/receiving e-mail messages, sorting and distributing mail, or preparing outgoing mail.
Provides assistance to other employees or departments as needed.
May receive various forms, reports, correspondence, record change forms, address change forms, policies, procedures, manuals, directories, reference materials, or other documentation; review, complete, proofread, process, forward or retain as appropriate.
May maintain file system of various files/records for the department; prepare files, organize documentation, and file documents in designated order; retrieve/replace files.
Performs other related duties as required.