Election Officer Assistant Coordinator (administrative Assistant Iv)

Expiring today

Location
Fairfax, Virginia
Salary
$43,031.46 - $71,719.23 Annually
Posted
Jan 09, 2021
Closes
Jan 16, 2021
Ref
21-00040
Hours
Full Time
Job Announcement

The Fairfax County Office of Elections is responsible for recruiting, training, and assigning officers of election to serve in 243 voting precincts and is seeking an Election Officer Assistant Coordinator to help the Election Officer Manager manage all functions associated with training and assigning election officers. Each election, pursuant to the requirements of state law, up to 3,500 election officers must be assigned to precincts in which to serve on election day, and these officers must complete mandatory training sessions on a regular basis. This position also provides general support to the Election Officer subdivision.

  • Assists with election officer training and ensures that all election officers receive training that is required by state law.
  • Helps create and update materials for election officers, including slides, handouts, and online resources.
  • Helps oversee the election officer training program including online training, on-site training, and off-site training sessions.
  • Ensures qualified election officers are assigned to adequately staff all precincts each election.
  • Assists with management and upkeep of online election officer database, including 5,000+ active election officer records.
  • Helps assign Chief and Assistant Chief election officers to each precinct.
  • Coordinates with other staff to ensure all other needed election officers are properly assigned pursuant to state code, including backup officers, officers with language skills, and regular election officers.
  • Addresses and resolves issues and concerns that arise before and on election day.
  • Writes frequent emails and communication to election officers, including to inquire about availability and confirm assignment before each election.
  • Evaluates officers after each election.
  • Routinely creates and shares reports tracking progress.
  • As a member of the Office of Elections staff, participates in other activities related to election administration and voter registration on an as-needed basis.
  • A flexible schedule is required before, during, and immediately after election day.
  • Must be able to work extensive evenings and some weekends during peak election periods (starting at least 4 weeks before each election).
Note: The assigned functional areas of the position are general administrative support, office management, public administration, logistics (scheduling and coordinating), customer service, and/or elections support.

Note: This job announcement is being readvertised. If you previously applied to 21-0040 you do not need to reapply in order to be considered.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
Coordinates data collection and provides information to others including executive/work unit head;
Explains policies of the functional area (e.g., purchasing, travel, and leave).

Office Management
Performs/supervises several administrative functions (e.g., records management, reception);
Manages a small work unit;
Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
Notifies relevant individuals of work progress and inquires as to its status.

General Administrative
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
May supervise general administrative functions.

Receptionist/Public Contact
Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
Position may require knowledge of basic principles and methods of a technical or professional field.
Math Skills
Basic math skills.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.

Communication
Ability to communicate well through written and oral means.

Information Abilities
Ability to gather, integrate, and analyze simple data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

PREFERRED QUALIFICATIONS:
  • Experience in an election office and with the election process
  • Experience as an election officer in a local precinct
  • Experience managing, assigning, and evaluating election officers (poll workers)
  • Experience training election officers or other individuals
  • Experience in supervising and managing temporary staff
  • Excellent organizational and coordination skills
  • Excellent Microsoft Office skills to develop reports and spreadsheets
  • Ability to develop strategic and contingency plans
  • Ability to work extensive overtime during and after each election
  • Bachelor's degree in areas related to government or political science
CERTIFICATES AND LICENSES REQUIRED:
  • Valid driver's license.
  • Registered voter in the Commonwealth of Virginia or be able to become one within 30 days of employment.
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, and driver's license check to the satisfaction of the employer.

PHYSICAL REQUIREMENTS:
Work is generally sedentary, performed in a normal office environment. Duties require ability oversee and assist, to lift, move, and assemble election kits, supplies, and equipment. Position also requires ability to work extensive overtime hours under stressful conditions during election cycles. All duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include exercise.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or status as a veteran in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.

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