Absentee Mail Assistant Manager (Administrative Assistant V)

Posting number: 26-01086

Department: Office of Elections

Job classification: ADMINISTRATIVE ASSISTANT V

Posting type: Open

Categories: Administration, Administrative Assistant, Elections

Summary

This position assists in managing the absentee voting operation including voting by mail, absentee voter services, email ballots, emergency absentee voting, and the central absentee precinct under the supervision of the deputy registrar for absentee voting. Ensures compliance with federal and state election laws and state board of elections regulations and directives. Assists in managing absentee voting section workflow. Coordinates Central Absentee Precinct operations. Maintains awareness of election law changes and their impacts on voter requirements and ballot processing procedures. Conducts multiple projects associated with election preparation and processing absentee ballots. Gathers, compiles, and reports data regarding absentee voting and resource management and participates in long-range planning for the absentee voting division. Maintains and uses databases and data analysis software to support the Central Absentee Precinct and other absentee division functions. Assists the absentee voting staff; oversees absentee voting workflows; and maintains the continuity of operations plan with the deputy registrar for absentee voting and during his absence. As a member of the Office of Elections staff, participates in other activities related to voter registration, election operations, and voter outreach on an as-needed basis.

Note: The assigned functional areas of the position include general administration, election operations, customer service, communications and/or training.

Supplemental information

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s)

CERTIFICATES AND LICENSES REQUIRED:
Must be a registered voter in the state of Virginia or become one within 30 days of hire.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.

This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)    

PREFERRED QUALIFICATIONS:

• Experience in an elections office, particularly with absentee voting in Virginia
• Experience coordinating operational activities
• Experience communicating with stakeholders and customers in a wide range of professional situations
• Strong organizational and coordination skills
• Proven customer service and communication skills
• Microsoft Office proficiency in Word and Excel to draft correspondence, send emails, and create/work with documents and spreadsheets
• Experience using Airtable and other database/forms applications
• Experience in maintaining records and updating databases

PHYSICAL REQUIREMENTS:
Job is generally sedentary in nature, and requires walking, standing, sitting (for long periods of time), kneeling, reaching, and bending at times. Requires the ability to assemble files, lift, move, push and pull equipment, documents, and supplies up to 40 lbs. Visual acuity is required to read data on a computer monitor, operate keyboard driven equipment and computer, and ability to communicate in person and on the phone. Generally, works in an office environment but may occasionally be required to perform job duties outside of the typical office. Requires ability to work extensive overtime hours under demanding conditions during elections. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include exercise.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home (including Spanish, Asian/Pacific Islander, Indo-European, and many others.) We encourage candidates who are bilingual in English and another language to apply for this opportunity.  

Fairfax County Government prohibits d