Absentee Voting Coordinator (Administrative Assistant IV)

Serves as registration assistant for absentee certification by providing appropriate support and analytical thinking to the agency in the performance of processing absentee ballot applications and Federal Post Card Applications (FPCA). Reviews absentee applications for accuracy and completeness, enters and maintains registrations in the Virginia Elections Registration Information System (VERIS), verifies the eligibility of applicants for absentee ballot requests. Provides customer service by communicating with voters concerning absentee ballot applications over the phone and with written correspondence. Ensures compliance with the Code of Virginia and other applicable laws, regulations, and policies related to absentee voting. Provides support for election officials on Election Day. Provides training for the temporary staff. Engages in general office needs and activities, as required, based on election cycle. A flexible schedule is required before, during, and immediately after election days, to include working extended hours to support special projects or address issues as they arise. Must be able to work some evenings and weekends.  Duties are performed under the guidance of the Assistant Registrar.

General Financial Duties
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.

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;

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.

Word Processing/Typing
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.

Information Systems/Software
Develops macros;
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
May supervise.

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

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.

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).

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check to the satisfaction of the employer.  Must be a registered voter in the state of Virginia and qualified to be a notary public.

PREFERRED QUALIFICATIONS:
Previous experience with voter registration and the elections process. Must be able to operate a computer to perform accurate, high volume data entry.  Ability to communicate in person and on the telephone. Ability to lift, move and assemble files and documents. Occasional travel possible. Ability to work extensive overtime hours under demanding conditions.

PHYSICAL REQUIREMENTS:
Work is generally sedentary. Ability to operate keyboard-driven equipment and to use other automated technology. Ability to lift and move items up to 25 pounds. Visual acuity to read and manipulate data on a computer monitor. All duties performed with or without reasonable accommodations. 

SELECTION PROCEDURE:
Panel interview.

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability 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 711. EEO/AA/TTY.