Administrative Assistant (Elections Assistant) - (Unclassified)

Ramsey County•Plato Building, MN

About The Position

Please Note: This job posting is being conducted to fill temporary (not to exceed 6 months in length) appointments. Applicants chosen for hire from this process will not gain rights or preference for other permanent, Ramsey County jobs. Come be part of Ramsey County Elections, a nonpartisan office dedicated to administering safe, accurate and accessible elections for more than 300,000 voters across Ramsey County. Located in Minnesota’s capital city, our team supports absentee voting, early voting, voter registration, and many other essential election administration functions. Join our team! The Election Assistant performs a variety of administrative, clerical, and election support duties to ensure the accurate and efficient administration of elections. Supporting the statutory duties of the Ramsey County Auditor as directed by the Division Manager and supervisors. This positions provides general office support, including opening, sorting, and distributing incoming mail; preparing outgoing mail; and creating and sending form letters and other correspondence. The Election Assistant serves as a point of contact for the public by responding to election-related inquiries via telephone, email, written correspondence, and in person. Additional responsibilities include accepting official election documents, reviewing submissions for completeness and compliance with applicable laws and procedures, issuing election-related documents and materials, and processing transactions. The Elections Assistant also supports election operations by organizing, inventorying, preparing, and distributing election supplies and equipment; assembling and fulfilling polling place supplies; and assisting with the testing preparation, and deployment of voting technologies, including completing Logic and Accuracy (L&A) testing and other election equipment duties. To perform administrative support functions for office support or customer service activities, and responsibilities are typically based with defined goals and processes or methods. Job duties may include records maintenance, public contact and general office services; and to perform related duties as assigned.

Requirements

High school graduation or equivalent.
Three years of office support, customer service or administrative experience.
Equivalent combination of education and related work experience.

Responsibilities

Perform duties relating to forms and records maintenance such as gathering documents and information to establish, maintain and update files; searching files for information; maintaining departmental records and statistics; opening, maintaining and closing case files.
Perform public contact duties such as receiving and routing phone calls; responding to complaints, inquiries and service requests by phone and in person; directing clients or visitors to proper locations; assisting the public in completing forms; verifying information and data; scheduling appointments for clients or staff; and assigning service requests to program units or staff in accordance with established guidelines.
Perform general office services to include opening, sorting and distributing mail and preparing outgoing mail; preparing and sending form letters and composing routine letters; scanning documents; and related duties.
Perform administrative functions in unit assigned, such as; maintaining inventories of office supplies; preparing, or processing contracts/agreements, reimbursements, requisitions, purchase orders and accounts payable forms; generating reports; preparing, checking or processing bills to patients, clients or other agencies; processing payments; and maintaining and balancing accounts.
Receive, sort, and distribute a variety of correspondence, deliveries, and mail; and scanning and faxing documents.
May provide training and support to incoming employees.