POSITION DUTIES AND QUALIFICATIONS 

SUMMARY OF DUTIES:

Provides administrative support or assists with financial functions, and with the coordination of daily operations.

DUTIES AND RESPONSIBILITIES:*

To be considered, applicants must follow the special instructions provided towards the end of this job posting.

Position Specific Summary

The Elections Staff Assistant position at the City of Tucson’s City Clerks Office provides administrative and clerical support to the Elections Division while demonstrating political neutrality. This position ensures smooth operations during election cycles and assists with daily tasks related to voter registration, election preparation, and post-election activities.

Work is performed under the supervision of the City Clerk Administrator. This position does not supervise.

Duties and Responsibilities

• Assists in the preparation and distribution of election-related materials, such as ballots, voter information guides, and polling location supplies. Maintains accurate records of election materials, ensuring proper inventory and distribution to polling sites. Assists in setting up and maintaining polling stations, including the delivery and collection of equipment and supplies. Supports voter services, including data entry, verification and updates to the Ballot Affidavit Tracking System. Ensures all voter information is accurate and up-to-date in compliance with local, state, and federal regulations. Performs post-election tasks such as processing provisional ballots, preparing reports, and reconciling election results.

• Provides customer service to the public via phone, email, and in-person inquiries, answering questions about voter registration, polling locations, and election procedures. Maintains and updates the Elections Division website with current election information and deadlines.

• Assists with the recruitment, training, and coordination of temporary and permanent election workers. Supports election workers by providing materials, scheduling, and responding to their inquiries during the election process.

• Assists in preparation of candidate information materials and forms, conducting financial audits, and acceptance and tracking of campaign finance reports. Ensures compliance with federal, state, and local election laws and regulations, including campaign finance laws. Assists with ballot tabulation processes, ensuring accuracy and timely reporting of results. Supports the collection, reconciliation, and verification of votes, both on Election Day and in post-election audits. Assists in maintaining secure records of election results and tabulation data.

• Provides basic technical support to election workers and staff, troubleshooting issues related to election software, voting machines, and other equipment. Assists in setting up and testing voting equipment to ensure proper functionality before and during elections. Coordinates with IT staff to resolve more complex technical issues as needed.

• Assists in the preparation of budget requests, tracking expenses, and ensuring expenditures align with department budgets. Supports procurement efforts by researching vendors, obtaining quotes, and maintaining records of election-related purchases. Ensures that all election materials and services are procured in accordance with relevant regulations and deadlines.

• Provides general administrative support, including filing, scheduling, and maintaining department records. Coordinates with Pima County, vendors, and other partners to ensure timely and accurate execution of election-related activities. Prepares reports, organizes records, and assists with data collection related to elections.

• Performs other duties and tasks as assigned.

Working Conditions:

Ability to work extended hours, including early mornings, nights, weekends, and holidays, depending on Election schedules. 

* All duties, responsibilities listed are subject to change.

QUALIFICATIONS:

MINIMUM REQUIRED QUALIFICATIONS:
Education:
Bachelor's degree
Work Experience:
Two (2) years of directly related experience
License:

Any combination of relevant education and experience may be substituted on a year-for-year basis.

ADDITIONAL MINIMUM REQUIRED QUALIFICATIONS:
Education:
Work Experience:
Directly related experience is defined as management, clerical, and administrative support
License/Certifications:

PREFERRED QUALI