Assistant Election Officer

1 week ago

Williamsburg, Virginia, United States James City County Full time

Position Overview

Salary Range: $38,325 - $57,898 / year DOQ + Comprehensive County Benefits

This role is pivotal in managing all mail and email absentee applications and ballot distribution for registered voters in James City County, including military and overseas citizens. The position demands adherence to strict deadlines as mandated by federal and state election regulations, ensuring the integrity of the electoral process.

Key Responsibilities

  • Oversee the processing of all absentee mail and email applications, maintaining communication to verify the status and eligibility of each application through the Virginia Department of Elections secure statewide database.
  • Manage the scanning, attachment, and preservation of applications for over 8,000 absentee voters, both physically and digitally.
  • Engage with military, overseas, and federal voters (UOCAVA), ensuring their applications are current and providing renewal information throughout the year.
  • Facilitate the distribution of ballots to more than 8,000 absentee voters via mail and email.
  • Review all ballot envelopes for completeness, promptly addressing any deficiencies while upholding voter privacy.
  • Act as the primary liaison between the Office of Elections and relevant vendors concerning the absentee voting process.
  • Supervise on-call staff and volunteers related to absentee voting operations.
  • Develop and maintain tracking and projection spreadsheets pertinent to absentee voting.
  • Ensure compliance with retention requirements for absentee records as established by the Library of Virginia.
  • Create and manage an annual calendar for tasks associated with absentee voting.
  • Identify and manage critical deadlines, ensuring adequate staffing and supplies are available to meet these timelines.
  • Prepare and maintain necessary forms, envelopes, binders, and labels for Election Day precincts.
  • Support front office operations and assist in various tasks within the Office of Elections to ensure seamless coverage.
  • Handle inquiries submitted to the main department email address.

Qualifications

  • Must be a qualified voter in Virginia.
  • Possession of a valid Virginia driver's license is required, with an acceptable driving record based on county standards.
  • Comprehensive knowledge of standard office procedures and customer service principles, including the ability to evaluate customer satisfaction.
  • Ability to comprehend and implement Virginia Election Laws effectively.
  • Advanced proficiency in computer software, particularly Microsoft Office Suite and Adobe.
  • Willingness to participate in meetings and training sessions, both in-person and virtually.
  • Flexibility to attend required training courses and conferences, which may involve minimal travel and occasional overnight stays.
  • Strong communication skills, both verbal and written, with the ability to establish effective working relationships with colleagues, the public, and vendors.
  • Ability to maintain professionalism in all interactions and develop expertise in relevant voting laws and regulations.
  • Availability to work irregular hours, including weekends and holidays.

This position is essential for maintaining the integrity of the electoral process in James City County. A fully completed application is required for consideration.

James City County is committed to fostering a diverse workforce and providing reasonable accommodations as needed.

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