Administrative Assistant

Job Title: Administrative Assistant

Reports To: Assistant Director of Elections

Status: Part-Time (Less than 30 hours a week)

Classification: Non-Exempt

Pay Scale/Grade/Salary: As approved by the salary board

JOB SUMMARY

The position involves moderately complex work in various areas related to elections and voter registration by registering individuals to vote and maintain voter files; typing; filing and general clerical duties.

The Administrative Assistant functions as a support to the Assistant Director of Elections and the Director of Elections. The candidate must have strong people skills; be detail oriented; well organized and able to handle several job functions at once. A willingness to learn and prepare for assignments of progressive increased difficulty is essential.

ESSENTIAL FUNCTIONS (Illustrative Only)

1. Answer all non-designated calls for the County Courthouse.

2. Provide efficient and immediate reception to all visitors to the Commissioners’ and Voter Registration Office.

3. Process incoming mail and routing of outgoing mail.

4. Maintain accurate Voter Registration records in the SURE system according to the Department of State/Bureau of Commissioners, Elections and Legislation, including but not limited to:

· New voter registrations

· Changes to voter registration records

· Transfer of voter registration records in and out of Bedford County

· Department of Health death notices

5. Process voter correspondence initiated by the SURE system, including but not limited to:

· PA ID Cards and Duplicate ID Cards (BULK MAIL)

· PA-CAVN (Out of County)

· 5-Year Notices

· Application Declined-Ineligible

· PA-Cancel Notice Prior County

· PA-HAVA letters of various content

6. Research and application of Election Law

7. Bulk Mailings

8. Assist Assistant Director of Elections in preparation of primary and general elections

9. Work extended hours, as necessary, particularly around Election time

10. Ability to obtain Notary Public certification and perform related tasks

11. Other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Education and/or Experience – High School Diploma or GED; additional courses in office procedures of business administration preferred; any equivalent combination of experience and training

2. Language Skills – Ability to read, analyze, and interpret documents; ability to communicate with the general public both oral and written instructions

3. Computer Skills – Software applications experience required. Additionally, prior experience with Microsoft Office Suite (Word, Excel, PowerPoint, Publisher), Adobe Acrobat software and Internet Explorer.

4. Confidentiality – Must keep all information confidential.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; feel, talk and hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must be able to lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

*The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

While performing the duties of this job, the employee is mostly working in an office environment.

SPECIAL NEEDS

Must have a valid driver’s license and be able to travel if required.

This job description does not imply that these are the only duties to be performed. Employees occupying this position will be required to follow any other job-related instructions and to perform any other job-related duties requested by the Department Heads. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the employer.

Job Type: Part-time

Pay: $15.00 - $18.00 per hour

Expected hours: No more than 30 per week

Schedule:

• Monday to Friday
• No weekends

Work Location: In person

Salary : $15 - $18