Elections Assistant

REPORTS TO: Supervisor of Elections and Registration
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System - Requires satisfactory completion of a six-month probationary period.
PAY GRADE: 115
SAFETY SENSITIVE: No
 
Purpose of Job
The purpose of this job is to provide administrative support to the Supervisor of Elections and Registrations and to the Board of Elections by   supervising lower level staff to ensure technical and/or administrative policies and procedures are followed. Duties and responsibilities include, but are not limited to, coordinating voter registration, maintaining records, assist with accepting and conducting candidate qualifying, providing information, designing and preparing spreadsheets, assisting with ballot designs, programming voting equipment, and performing additional tasks as assigned.
 
Job Related Requirements
Work Schedule:  8:00 am - 5:00 pm Monday - Friday with extended hours required During Election Season.
 
May be required to work on religious holidays.
 
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.

Associate Degree with two years of office support, training, equipment technology or related experience as well as experience in a minimum of two elections processes in Georgia; or related; or any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this position.
 
Must possess or be able to acquire Notary Public status.
 
Must be able to obtain or have obtained Georgia Registrars Official Certification within 6 months of hire and Georgia Election Official Certification within 12 months of hire.

Must possess a valid driver's license.

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.
 
Duties assigned to all Elections Assistants:

Organizes, responds and assists with gathering documents for Open Records Requests.
 
Assists the Elections Director with proofing of ballots for all elections.

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

Completes surveys analyzing elections and registration data for political parties, television researchers, and university & college students.

Assists in the preparation of the annual budget; attends budget meetings; monitors expenditures and revenues for the department.
 
Receives all payroll lists from poll managers and enters lists into the computer; maintains payment information for each election held.
 
Assists poll workers with voting equipment training sessions.
 
Attends training sessions annually on voter registration and election laws.
 
Performs other related duties as required.
 
When assigned to Office Support:
Assists in the maintenance of the Intranet web page.

Oversees the inspection of all polling locations to ensure ADA Compliant.
   
Oversees packing and records retention of all election materials.

Assists with the municipal elections for the City of Winterville; helps to maintain voter registration lists for the cities of Winterville and Bogart.
 
Assists in the consolidation of election returns to be sent to the office of the Secretary of State; prepares Nomination and Elections Certificates for winning candidates after each election.

Orders all election supplies from the Secretary of State Elections Division.
 
When assigned to Elections Processes and Training:
Assists in the preparation of absentee ballots for printing prior to an election; communicates with printers through phone calls, fax and e-mails to see the process through.
 
Oversees Optic Scan (OS) Tabulation process of all Absentee and Provisional Ballots.
 
Coordinates delivery and allocation of Election material and supplies.
      
Assists with the coordination of the Logic and Accuracy testing of all voting equipment prior to each election; programs memory cards and encoders for voting machines and scanners prior to each election held.
 
Oversees the Elections process from Logics and Analysis (L&A) to Certification as it relates to the voting equipment, material and paperwork used at all polling locations.
    
Conducts and maintains inventory of all election supplies and voting equipment; supervises transport of all voting equipment for all elections for Election Day and Advance Voting.
 
Maintains security log of the warehouse/storage and equipment; ensures security of area by tracking entry and departure of all individuals.
      
Conducts all processes related to memory cards, flash cards and batteries for equipment and charging equipment according to the Rules of the State Election Board.
 
When assigned to Absentee Process, Special Programs and Open Records Clerk:
 
Serves as Absentee Ballot Manager with supervising all absentee ballot printing prior to elections; communicating with the printing vendor through phone calls, fax and emails to fulfill the order and process of printing.
 
Supervises and organizes the absentee ballot process by processing absentee ballot applications and issuing ballots to voters in the office and by mail.
 
Coordinates transmittal of all ballot mailings; to and from voters.
 
Coordinates transmittal of all ballots collected from ballot boxes at advance voting location(s).
 
Coordinates all processes related to absentee ballots; mailing and receiving absentee ballot applications and absentee ballots.

Supervises all activities for counting absentee ballots on Election Day.

Maintains security log of all absentee ballot requests and absentee ballots.
     
Conducts early processing of absentee ballots and related to memory cards, flash cards and batteries for equipment and charging equipment according to the Rules of the State Election Board.

Coordinates monthly audit process to ensure that all voter registration applications are accurately entered into ElectioNet system.  

Coordinates the process of signature verification and scanning of all absentee ballot applications.

Coordinates the process of signature verification of all absentee ballots and organizing the ballots prior to tabulation.

Assists with Auditing process and mandated Recounts of all ballots for each general election.

Assists with scanning of absentee applications.

Maintains and organizes the storage of all electronic election documents.

Assists with strategic planning for the department by identifying new programs and innovative projects that enhance the processes of voting and registration.
 
Leads in responding to Open Records Requests.
 
Knowledge, Skills and Abilities
  
Knowledge of election and registration laws, wards and district, report preparation, policies and procedures and methods as required in the performance of duties.
 
Knowledge of the policies, procedures, and activities of the Board of Elections.
  
Knowledge of the terminology used within the department.
  
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, and other staff members.
  
Ability to use independent judgment in routine and non-routine situations.
  
Ability to perform required mathematical calculations.
  
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
  
Ability to plan, organizes and/or prioritize daily assignments and work activities.
  
Ability to comprehend and apply regulations and procedures of the department. 

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or leah.jagatic@accgov.com.