Assistant Elections Director at Harnett County, NC

About the Department

Performs specialized clerical work in the County Board of Elections office for Harnett County. Work involves registering voters; typing, filing, and recordkeeping; maintaining voter registration records; and assisting in conducting elections in accordance with state and County laws and regulations. 

Position Duties

ESSENTIAL FUNCTIONS OF THE POSITION:

• Registers voters; administers oaths and records proper name, party, and precinct; records names in master file and precinct books; and deletes names from master files, as appropriate, such as for names of the deceased or felons.
• Reviews and verifies records to ensure required information is provided and is correct; interprets and analyzes records, applications, and reports to determine appropriate course of action.
• Receives telephone calls and greets visitors; provides information concerning voting and registration procedures; and researches public records through physical examination or telephone calls in appropriate source to ascertain new addresses of voters or other appropriate information.
• Creates a file for every candidate filing to run for office or opening a committee; files information on candidates for office; confirms residence, party, and district; receives fees; and informs candidates of the laws concerning their candidacy.
• Maintains candidate files until closed; sends notices to candidates as required; makes sure there is zero balance after all expenses/loans are paid; audits information; and makes inquiries to the State Board of Elections to resolve unusual situations.
• Processes applications for absentee ballots, name changes, and precinct transfers; mails absentee ballots, as appropriate.
• Appends maps to reflect new precinct and/or districts lines affected by annexations.
• Assists supervisor in preparation of sessions to interpret and explain policies, laws, rules, regulations and procedures to election officials, students, and others, as appropriate.
• Operates computerized data entry equipment to prepare and print out various report and records.
• Types correspondence, reports, statements, forms, labels, etc., into form from typed or handwritten copy; compiles and provides printouts of information requested by political parties, candidates, lawyers, etc.; collects appropriated fees; and providing receipts.
• Compiles and mails information concerning voting procedures and other election data, as requested; prepares photocopies of such material, as necessary.
• Assists supervisor in designing and proofing ballots before and after printing; assists in distribution of ballots to precincts; assembles packages of various materials for elections and distributes as appropriate; assists in preparation of voting machines; collects and stores materials after elections; and assists in compilation of voting abstracts in preparation of vote canvass by Board of Elections.
• Assists in supervision of part-time elections personnel; ensures adherence to established policies, procedures, and standards.
• Maintains inventory of office supplies; prepares requisitions or purchase orders.
• Sorts and distributes incoming mail; processes outgoing mail.
• Notarizes signatures on documents used in elections office, as necessary.
• Assists in vote canvassing process for disputed elections.
• Assists with election day duties even after the polls have closed until completed.
• Conducts training for poll workers; assigns poll workers to poll sites; and prepares invoices to pay poll workers.
• Implements work activity in accordance with priorities and estimated schedules; maintains a calendar for meetings, deadlines, and events.
• Notifies Board Members, the press, and other interested parties of upcoming meetings of the Board of Elections; attend meetings, as required.
• Prepares and reviews time sheets for part?time/temporary/contractual employees.
• Maintains/updates knowledge of precinct and district boundary lines; maintains Geocode database; updates street ranges; adds new roads; coordinates information with the GIS Department; makes jurisdiction changes; and handles jurisdictional conflicts
• Maintains an inventory of election day precinct supplies.
• Assists voters with one stop?voting.
• Assists with yearly budget process.
• Assists with verifying legal notices, meeting minutes.
• Handles Director’s office duties in Director’s absences.
• Oversees use and maintenance of Elections Office computer systems and database, including installing software and preparing a variety of databases and printed reports.
• Adheres to all safety end and housekeeping standards established by the County and various regulatory agencies; sees that the standards are not violated; and maintains a clean and orderly workplace.

• Performs other related duties as assigned.

Minimum Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• Associate’s degree in Public Administration or a related field;
• Four (4) years of administrative clerical experience dealing with the public;
• Or equivalent education and/or experience;

• Possession of a valid North Carolina driver's license;
• Possession of a North Carolina Public Notary certification (or willingness to obtain within one (1) year of hire);
• Possession of a North Carolina Elections Administrator Certification (or obtain within three (3) years of hire); and
• Attends Mandatory Treasury Compliance training every two (2) years.

KNOWLEDGE, SKILLS, and ABILITIES: 

• Knowledge of federal, state, and County law and procedures pertaining to elections and the maintenance of registration records. 
• Knowledge of office practices, procedures, equipment, and standard clerical techniques. 
• Knowledge of electoral procedures and policies as set forth by the State Board of Elections and General Statutes.
• Knowledge of operation and minor maintenance of popular voting equipment.
• Skill in the operating common office equipment, including popular computer driven word processing, spreadsheet, and file maintenance programs. 
• Skill in communicating effectively in person and by telephone. 
• Skill in organizing.
• Skill in working with computer systems and databases.
• Skill in installing software.
• Skill in analyzing information and solving problems.
• Skill in planning and organizing.
• Ability to plan, organize, and review work, work flow, and procedures.
• Ability to answer inquiries.
• Ability to coordinate a variety of resources in acquiring information. 
• Ability to exercise considerable tact and courtesy in frequent contact with the general public.
• Ability to establish and maintain effective working relationships with coworkers, supervisor, professionals, the general public, and other departments.
• Ability to meet deadlines.
• Ability to compare and/or judge observations and functional/structural/compositional characteristics of data, people, or things.
• Ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; and to determine percentages and decimals.

Other Qualifications

PHYSICAL DEMANDS:

Must be able to perform sedentary work and occasionally exerting up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects.  This work also involves the physical abilities of balancing, crouching, feeling, grasping, handling, discriminating among sounds, kneeling, lifting, having manual dexterity, using mental acuity, pulling, pushing, reaching, performing repetitive motion, speaking, standing, stooping, expressing ideas by the spoken word, and walking.  An incumbent must also possess the visual acuity to analyze data, work with color, and determine accuracy, operate equipment.

The employee works in an office type of environment.