Office Assistant III - Clark County Elections Office

Clark County, Washington•Franklin, TN

1d•$26 - $34•Onsite

About The Position

This position provides complex administrative support for the Elections division in the Auditor’s Office. Responsibilities include using all functions of the VoteWA statewide voter registration system; data entry; investigating and resolving required missing information on voter registration forms; scanning material into the voter registration system; working with State reports and other agencies to update voters’ status and address changes; issuing and receiving military and overseas electronic ballots; proofreading, issuing ballots; assisting with annexation and redistricting; assisting with signature verification; producing mailings to voters including military and overseas voters, and customer service. This position will periodically require working overtime. This position is represented by Local 11 – OPEIU (Office and Professional Employees International Union, AFL-CIO). Due to the critical nature of the work, staff in Elections are considered essential to government services. This is not a remote working/telework position. Additionally, due to election deadlines, blackout dates may apply which restrict the use of vacation days at certain times of the year. This position is guaranteed 32 hours per week. Depending on departmental workload, operational needs, and Elections-related activity, the position may be scheduled for up to 40 hours per week.

Requirements

Three to five years of responsible and advanced administrative support experience including the full range of office and support functions; telephone and reception, word processing, spreadsheet and other personal computer applications, filing systems, mail, supplies, budgeting, accounting and others.
Prior experience working with elections
Advanced proofreading abilities
Ability to enter data accurately into the election management system
Use advanced functions in Word and Excel
Ability to manage multiple projects with changing priorities and deadlines
Ability to work effectively with the public and staff of federal, state and local agencies
Ability to work cooperatively in a high pressure team environment
Excellent interpersonal communication skills
Problem solving skills and ability to research data
Demonstrated effective customer service experience
General office procedures and practices and of the specialized functions, policies, and procedures of the work unit; spelling, capitalization, punctuation and rules of grammar, and of the formats and clerical procedures used in performing the work; filing and record-keeping procedures; applicable laws, county codes, ordinances, and policies governing the work of the department and assignment; business English; PC computer applications such as word processing, spreadsheets and data bases; basic bookkeeping and/or cashiering methods and practices as required by the position.
Establish and maintain cooperative and effective working relationships; master the more complex department processes, services and functions; operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written instructions; effectively guide and assist other employees; evaluate and improve department service delivery through enhancement of procedures, systems, organizational approaches and record keeping; develop and demonstrate effective customer service techniques; communicate effectively both orally and in written form.

Nice To Haves

Experience with and/or knowledge of state RCW’s, county codes, ordinances, and policies governing elections is desired

Responsibilities

Provides customer service to internal and external customers
Provides direct customer service in the more complex service areas; assists lower level Office Assistants in researching and responding to difficult and detailed requests and situations from internal and external customers.
Coordinates and completes a set of complex processes to support the work of internal customers; develops or recommends new processes, systems and work procedures.
Coordinates the office operations of a function or service within the department of assignment.
Researches, recommends and implements technical and/or administrative revisions to office systems, procedures and policies; interprets laws, regulations, policies and department procedures to the public and other staff.
Assists with administrative tasks related to personnel, budgeting and facilities.
Trains staff in the use of computer macros, templates, software, and data entry procedures, hardware and well as County department/division rules and regulations.
Acts as project coordinator on major administrative projects.
Implements new procedures and systems and trains staff.
May provide lead direction to other administrative support staff; trains, assigns and assesses the work of assigned employees.
May assume charge of support functions and staff in the absence of a leadworker or manager.
Provides advanced administrative support.
Develops and maintains databases for tracking departmental/program information; creates and produces complex reports from databases as required and necessary.
Researches, interprets, prepares and maintains a variety of information and documents requiring knowledge of specific program requirements and terminology; creates written correspondence to customers regarding findings.
Works with other departments, agencies or external contacts to research or coordinate work assignments.
Compiles data, prepares documents and monitors expenditures to assist in the budget process. Researches and tracks information throughout the year.
Composes and types complex detailed documents including letters, memos, minutes and other material from draft, dictation or general instructions.
Proofreads and edits documents, presentation materials, brochures and other materials for grammar, clarity, punctuation and spelling; examines documents for completeness and accuracy.
Gathers and compiles information and prepares reports and analyses in response to problems or as assigned.
Uses spreadsheets to track, analyze and report quantitative information.
Processes forms, applications, service requests and payments.
Coordinates and organizes meetings, activities and functions; schedules rooms, assures notification of participants, arranges for necessary equipment and supplies.
Performs related duties as required.