Early Voting Township Coordinator (Administrative Assistant III)

Cook County Clerk's Office•Chicago, IL

About The Position

The Early Voting Township Coordinator is responsible for several different tasks involved with the administration of early voting in suburban Cook County, including the coordination of the recruitment, training, assignment and evaluation of election judges at early voting locations in suburban Cook County . Reporting to the Supervisor of Early Voting (Supervisor), the Early Voting Township Coordinator assists the Supervisor with calls to election judges with questions about Statement of Ballots and errors made when providing Grace Period ID’s and other issues that arise at early voting locations. The Early Voting Township Coordinator also assists the Supervisor with communications relating to the recruitment, availability, training and assignment of election judges at early voting locations. The person holding this position will also update early voting locations with daily schedules in the election management system and will update the master spreadsheet documenting computer equipment and the locations to which that equipment is assigned. The Early Voting Township Coordinator is also responsible for providing customer service/voter support during early voting in order to resolve complaints and provide general information and assistance .

Requirements

Possession of a High School Diploma or a General Education Development (G.E.D.) certificate.
Two (2) years of experience performing elections related work.
Two (2) years of experience in customer service.
Prior experience with early voting equipment and/or early voting procedures .
Proficient with Microsoft Word and Excel.
Knowledge of the election process including a basic understanding of working in accordance with statutory guidelines.
Proficient in the use of Microsoft Office including Word and Excel.
Ability to resolve conflicts or problems with minimal supervision.
Ability to communicate effectively and to work well as part of a creative and problem-solving team.
Ability to work on multiple projects and prioritize tasks for optimum results.
Ability to work under pressure while multi-tasking and be able to meet strict deadlines.
Ability to work overtime including evenings, weekends, and holidays during the election cycle.
Ability to use mobile devices, such as laptops, tablets, desktop PCs, smartphones, etc. including troubleshooting level 1 hardware and software problems.
Valid and active IL driver’s license and proof of auto insurance required at time of interview for driving individual and Cook County fleet vehicles.
Ability to work non-standard hours during peak election season (e.g. evenings, weekends, etc.) as needed.
Strong customer service skills.
Knowledge of Election Management system.
Knowledge of voting equipment and Early Voting procedures.
Strong scheduling skills.
Strong reporting skills.
Problem solving skills.
Ability to make independent and objective decisions.
Well organized with strong preparation skills.
Strong interpersonal skills.
Strong record-keeping skills.

Responsibilities

Update the Early Voting locations with their daily schedule in election management system prior to each election.
Update and maintain IT master spreadsheet for Early Voting pertaining to locations and computer equipment allocation.
Assist Supervisor of Early Voting as necessary.
Create emails and QC emails which will go out to all Judges pertaining to recruitment, availability, training and assignment.
Assist Supervisor with calls to Judges with questions about Statement of Ballots and errors made when providing Grace Period IDs and other issues as they arise during Early Voting.
Recruit established Election Judges to work Early Voting.
Coordinate sending out all emails with Early Voting staff.
Maintain training class rosters for attendance.
Communicate any changes to Supervisor on a daily basis during training.
Communicate with and re-schedule anyone who did not attend their class.
Assign Judges to an Early Voting site.
Interact with Judges via email and phone calls before, during and after Early Voting.
Communicate as necessary with Point Person of their Early Voting sites.
Provide customer/voter support during Early Voting for voter verification, complaints and general assistance.
Resolve conflicts with Judges as they occur.
Monitor any electioneering, fraud or voter complaints
Work with IT to resolve computer related issues.
Enter ACF tickets for all requests for supplies or machine issues.
Work with Early Voting rovers and monitor ACF, making sure all calls are serviced and all calls closed.
Deal with the day-to-day issues of the Early Voting sites.
Evaluate performance of Early Voting Judges post Early Voting.
Review Judges’ surveys post-election for general complaints, suggestions and feedback.
Work overtime during Early Voting from 8 a.m. until the last Early Voting site closes for the day, including weekends.