Administrative Assistant III / Elections Department at Unified Government of Athens-Clarke County, GA

About the Department

REPORTS TO: Elections and Voter Registration Director
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System - Requires satisfactory completion of a six month probationary period.
PAY GRADE: 113
SAFETY SENSITIVE:  No
 
Purpose of Job
The purpose of this job is to provide administrative, clerical, and computer support to the Elections and Voter Registration Director and the Board of Elections. Duties and responsibilities include, but are not limited to, direct voters to register, assist with absentee voting, payroll maintenance, inventory of election equipment and office supplies, schedule appointments and maintain files, assist the public, answer telephones, and perform other duties as assigned.
 
Job Related Requirements

WORK SCHEDULE:  Monday-Friday 8:00 am-5:00 pm.  Required to work from 6:00 a.m. until 10:00 p.m. on election days.

May be required to work on religious holidays and some weekends

Regular and predictable attendance is required.

Must work cooperatively with others. 

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

Position Duties

High school diploma or equivalent with three years of secretarial, bookkeeping, computer applications and training or general office related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
 
Must possess a valid driver's license.
 
Must possess or be able to obtain Notary Public Certification.
 
Must be able to obtain Georgia Registrars Official Certification within 6 months of hire and Georgia Election Official Certification within 12 months of hire.
 
Vocational/Technical degree in Accounting, Secretarial Sciences or related discipline preferred.

Minimum Qualifications

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
 
Prepares daily audit reports for all voter registration categories (walk-in, mail-in, electronic) and trains part-time staff to perform audits of new and existing data.

Imports electronic voter registration data file from Secretary of State Division of Elections; initiates merge of registration data with Laserfische images and verifies output.

Receives electronic voter registrations/changes from Online Voter Registration (OLVR) and Department of Driver Services (DDS) and saves to file for archival purposes.

Enters voter registration data (walk-in registrations/changes, mail-in registrations/changes, electronic registrations/changes) into voter registration system (ElectioNet).

Scans/prints registrations/changes to Laserfische and indexes records to assure accurate linking to data file from Secretary of State.

Creates and issues photo voter identification cards to eligible voters. Prepares reports to the Elections Division of the Secretary of State monthly as to number of photo voter identification cards issued.
 
Maintains paper and electronic files for active and deleted voter.

Organizes and conducts poll worker hiring process for all polling sites by contacting poll workers via email, USPS, or phone, including preparation of contact information, scheduling orientation and application location, distribution and collection of all necessary HR forms. 

Assists Director of Elections and/or HR representative with selection of applicants.

Prepares required legal notices for Director's approval and submits to newspaper for publication.

Prepares or assists with development of interactive poll worker training materials using PowerPoint and TurningPoint software.

Assists Director of Elections and/or Elections Assistant with Logic & Accuracy Testing of all election equipment for polling locations.

Processes absentee ballot application requests and substitute into poll worker positions during Advance Voting as needed.

Provides overall direction to candidates seeking office, including qualification and reporting guidelines.

Assists Elections Assistant and/or Board of Elections Member with upload of election data from Touch Screen memory cards into the GEMS (Georgia Election Management System) after each election.

Conducts research of Provisional Ballots cast to determine voter eligibility.

Updates Board of Elections website information relevant to general office and election information, to include election calendar, Board of Elections meetings and agenda, and other matters as required.

Instructs callers regarding use of online voter registration; i.e., how to register, update registration information, locate precinct information, or print voter information cards.

Receives and audits payroll timesheets; prepares and enters payroll.

Processes purchase requisitions/orders and invoices, verifies adequate budget funding prior to processing and requests budget amendment as necessary.

Provides information about the electoral process and voting procedures to the media, government officials, the public and candidates.

Prepares correspondence, memoranda, reports and forms for the Director and Board of Elections.

Assists the Director and Elections Assistant with special projects.

Answers telephone; answers questions and provides information; takes and relays messages; forwards calls.

Maintains inventory of election equipment and office equipment and orders supplies.

Notifies the media of any special meetings held by the Board of Elections.

Performs other duties as assigned.
 
Knowledge, Skills and Abilities
Knowledge of the policies, procedures, and activities of the Elections Department as they pertain to the performance of duties relating to the position of Administrative Assistant.

Knowledge of the terminology used within the department.

Knowledge of election and registration laws, street locations, voting precincts and districts, report preparation, and the policies and procedures as required in the performance of duties.

Knowledge of and ability to operate election specific equipment.

Knowledge of and proficiency with the use of computers and software related to the position.

Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to office operations and activities.

Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors, other staff members, government employees, elected officials, and the general public.

Ability to use independent judgment in routine and non-routine situations.

Ability to perform mathematical calculations.

Ability to use independent judgment and discretion in determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.

Ability to comprehend, interpret, and apply regulations, procedures, and related information.
 
Ability to read, understand, and interpret personnel and financial reports and related materials. 

Ability to communicate both verbally and in writing.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to plan, organize and/or prioritize daily assignments and work activities.

Ability to comprehend and apply regulations and procedures of the department.

Other Qualifications

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
 

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, adding machine, typewriter and fax machine. Must be able to use body members to work, move or carry objects or materials.  This position requires:  walking, bending, stooping, standing, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions.  Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to co-workers, assistants and volunteers/from supervisors.

LANGUAGE ABILITY: Requires ability to read a variety of financial statements, reports, lists, informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare spreadsheets, lists, reports, press releases, letters and rosters using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people and groups of people with poise, voice control, and confidence.

INTELLIGENCE: Requires the ability to learn and understand complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal and Georgia Election Code terminology.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize and determine percentages; design multiple spreadsheets.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a computer, adding machine, typewriter and fax machine.

MOTOR COORDINATION: May require the ability to coordinate hands and eyes in using computer, adding machine, typewriter, and fax machine.  Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as a computer, adding machine, typewriter, and fax machine. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.