Assistant Registrar

Closes On: May 30, 2024
- **Department**: Registrar
- **Job Status**: Full-Time
- **Status**: Until FilledResponsible for processing, ensuring (integrity of elections and voter confidence), maintaining accurate and current registration records and assuring compliance with all laws and regulations regarding voter registration and elections.

Performs duties which greatly impact the public’s impression of the Registrar’s Office, the quality and integrity of vital voter registration information and elections. Reports to the Registrar and in some cases in the absence of the Registrar per his/her request, reports to the Deputy Registrar.

**Responsibilities**:
Performs various administrative duties as requested by Registrar. Organizes and maintains all other records, campaign financials, training materials for critical job of handling elections (volunteers - Officers of Elections), recycling programs and/or shredding, security of all voter registration and election data, equipment etc and processes and procedures. Operates all computer programs including the current voter system (VERIS) to update and maintain voter records, office forms and documents.

Process, ensure, and maintain accurate and current registration records while assuring compliance with all laws and regulations regarding Voter Registration and Elections. Assist with maintaining and ordering office supplies while staying within budget dollars. Assist with coordinating and regulating access to voter files, elections files and other necessary electronic files. Administrative duties include typing, filing, answering the phone, greeting, and helping voters while providing excellent customer service. Provides support and guidance for volunteers (other staff members and Officers of Elections) as needed. Prepares and assists with activities during special events. Assist with training staff members as needed or required. Helps with all other duties as assigned.
- Responsible for organizing and maintaining all voter registration forms and records in all mediums used including paper and computerized programs.
- Assists with coordinating and regulating access to voter files, elections files, equipment and etc.
- Maintain administrative files and accounts. Type and file correspondence, forms, and reports. Prepares letters, reports and charts as requested. Edits and proofs staff-prepared material. Ensures compliance with laws and regulations regarding voter registration and elections.
- Assists and monitors the budget spending (all expenditures) by reviewing and/or completing a monthly budget variance with the Registrar.
- Assists the Registrar with recruitment and training of office staff and volunteers (Officers of Elections). Provides guidance and support to staff and volunteers as necessary.
- Assists with coordinating voter required mailings due to redistricting and other required mailings as needed.
- Assist with all forms of documentation to carry out a uniform and legal election with the utmost integrity.
- Assist with efforts to keep the office clean, safe, and accessible for voters.
- Assist with off-site activities and exhibits, including community events to encourage registration and voting, training of the volunteers (Officers of Elections) - approximately 100 poll workers, coordinating precinct opening/closing with custodians, delivery of equipment to precincts and any other forms of activities to assist the Registrar.
- Attends weekly staff meetings when requested to do so. Also attend offsite training sessions, special events, etc.
- Helps maintain and enforce necessary security procedures to ensure the safety of the voter records, voting equipment, electronic poll books and election data.
- Helps to ensure policies and procedures are followed for professional operation of the Office of the Registrar.
- Must have the ability to establish and maintain effective work relationships to deal effectively and courteously with other staff members, volunteers, and the public through oral and written mediums.
- Must be able to work independently on projects.
- Must be a registered Virginia voter and possess a valid Virginia driver’s license.
- This position will involve working during weekends and evening at selected times during the year based on elections.
- This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skills required and the scope of the responsibility. It should not be considered an all-inclusive listing of work requirements. Applicant may perform other duties as assigned, including work in other areas to cover for absences or relief.

**Knowledge, Skills, and Abilities**:
**Additional Information**:
EDUCATION AND EXPERIENCE:
Prefer a college degree and/or equivalent work experience in a job-related field.