Administrative Assistant - Bureau of Elections

Job Description

Department: Elections

Sub-Department: N/A

Pay Grade: 103

FLSA Status: Non-Exempt

Employment Status: Part-Time Seasonal

Reports to: Elections Manager

Supervises: N/A

Job Summary:

To perform specialized departmental clerical duties and responsibilities within the assigned department and other duties as assigned, while adhering to the Pennsylvania Election Code.

Essential Job Functions:

• Maintains voter registration database and voter registration files.

• Coordinates all mail-in and absentee ballot preparation, processing, and distribution to include tracking application types and preparing ballots for following elections adhering to the new election code requirements,

• Assists with training of over 1200 poll workers twice a year including machines demonstrations to the public

• Assists with distribution and collection of paperwork for candidates to be placed on the ballot.

• Follows the legal requirements set forth in the Pennsylvania Election Code.

• Strictly adheres to the proper chain of custody, safety and security measures with Mail-in and Absentee ballots.

• Assists with the coordination of the inventory, organization, distribution, and collection of election supplies for all Cumberland County voting precincts.

• Assists voters, poll workers, candidates, political parties, and general public on Election Day.

• Assists in computation of election night results.

• Assists in proofreading of ballots.

• Assists the general public in person, by email or on the telephone.

• Sends correspondence to voters and other Pennsylvania counties.

• Processes and distributes mail while determining proper escalation level.

• Attends meetings, training and in-services as required.

• Performs other job-related duties as required.

• Prepares and processes required departmental documents.

• Updates voter history from poll books after the election.

• Travel to and from the Cumberland County Courthouse as needed.

Minimum Requirements to Perform the Work:

Education:

• High school diploma or equivalent

Work Experience:

• 1-2 years of office experience required. Election experience preferred

Knowledge, Skills, and Abilities:

• Must be able to speak and understand the English language and to follow oral and written instructions.

• Must possess ability to function independently, have flexibility and the ability to work effectively with clients, co-workers, agencies, voters and others.

• Must possess the ability to maintain confidentiality in regard to client information and records.

• Knowledge of modern office practices and procedures, including operating personal computers and other office equipment with accuracy and reasonable speed.

• Must possess the ability to make independent decisions when circumstances warrant such action.

• Must possess a valid Pennsylvania Driver’s License and have reliable access to a vehicle.

• Must be able to work overtime hours, which may include evenings and/or weekends as needed.

• Must possess ability to maintain accurate and efficient records and prepare required reports.

Physical & Mental Demands:

• Must possess ability to accurately record, convey and present information, explain procedures and follow instructions.

• Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, bending, twisting, pushing, pulling and/or reaching as necessary to carry out job duties.

• Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job.

• Light work, with occasional lifting/carrying of objects with weights of ten to forty pounds.

• Must be able to pay close attention to details and concentrate on work to ensure the utmost accuracy.

Work Environment:

• Works indoors in adequate workspace, lighting and ventilation but with fluctuations in temperature.

• Works with average indoor exposure to noise and stress, but subject to frequent disruptions.

• Normal indoor exposure to dust/dirt.

• May be required to work extra hours during election periods.

Company Description

Mission Statement: To provide impactful and essential county services in the most effective, courteous, and financially responsible manner possible.

We are always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this job application!

TECHNOLOGY SUPPORT/ISSUES WITH APPLYING:

If you are having technology issues with the application or with uploading your resume and/or cover letter please reach out to KeldairHR Customer Support at [email protected] or Cumberland County Human Resources at [email protected].

EMAIL CONFIRMATION:

If you do not receive a confirmation email within minutes of your job application submission, please check your email junk and or spam folders.

Benefits

Medical Benefits:

• Capital Blue Cross Medical Insurance
  • Health Savings Account
  • Wellness program with wellness incentives
• Capital Blue Cross Vision Insurance
• United Concordia Dental Insurance

Retirement Benefits:

• County Retirement Pension
  • 5% minimum pre-tax contribution required, with the option of increasing your contribution over 5% up to 15% post-tax
  • Fully vested after 5 years of credited service
  • Normal Retirement Options:
    • Age 55 with 20 years of credited service
    • Age 60 with any amount of credited service
• Voluntary 457b Deferred Compensation Plan
• Military Time Buy Back Options

Paid Time Off:

• Vacation
  • 10 days per year, accrued per pay period (Non-Exempt)
  • 15 days per year, accrued per pay period (Exempt)
  • Increase for both Non-Exempt and Exempt of 5 days per year after 2 years of service
• Personal
  • 3 Personal days per year, pro-rated based on starting date
• Sick
  • 5 Sick days per year, pro-rated based on starting date
• 12 Paid County Holidays
  • No waiting period to receive paid holidays

Additional Benefits:

• Educational Assistance
  • 80% of cost of tuition and books up to the annual IRS limit per calendar year (after 6 months of Full-Time Employment)
• Public Service Loan Forgiveness (PSLF) – certain eligibility requirements must be met
• Employee Assistance Program
  • Resources for: Childcare, Eldercare, Legal, Financial, and Coaching
• Flexible Spending Account
• Dependent Care Account
• Short Term Disability
• Long Term Disability
• Life Insurance