The purpose of this position is to provide the Election Commission with professional administrative support to promote voter registration and the electoral process, to secure the freedom and purity of the ballot, to provide Federal, State, and local election products and services to the citizens of Montgomery County so they have equal access to the election process and may exercise their right to vote in a timely, effective and accurate manner.

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The purpose of this position is to provide the Election Commission with professional administrative support to promote voter registration and the electoral process, to secure the freedom and purity of the ballot, to provide Federal, State, and local election products and services to the citizens of Montgomery County so they have equal access to the election process and may exercise their right to vote in a timely, effective and accurate manner.

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JOB QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Tennessee Department of Safety Driver’s License requirements.

• Pertinent Federal, State, and local laws, codes, and regulations concerning elections process and procedures.

• Current office practices and procedures.

• Computer software consistent for this position.

Skill in:

• Analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

• Applying judgment and discretion in resolving problems and interpreting policies and regulations.

Ability to:

• Perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.

• Establish and maintain accurate records of assigned activities and operations.

• Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.

• Perform mathematical calculations required of this position.

• Communicate clearly and concisely, both orally and in writing.

• Analyze facts and to exercise sound judgment in arriving at conclusions.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Maintain confidentiality and discretion regarding business-related files, reports, and conversations, within State and Federal statutes.

• Work the allocated hours of the position.

WORK ENVIRONMENT:

Work is performed in a typical indoor office setting; and is mostly sedentary with periods of mobility and light physical activity. The noise level in the work environment is usually moderate. Level of responsibility subjects the incumbent to moderate stress due to interruptions.

PHYSICAL AND MENTAL REQUIREMENTS/ACTIVITIES:

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.

• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. Will spend a large amount of time viewing a computer screen.

• Vocal communication and normal hearing are required for expressing or exchanging ideas by means of the spoken word.

• Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.

• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.

• Work is primarily in an office setting.

• Use and normal maintenance of office machines, (copier, computer, printer, etc.).

• Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.

• Ability to recognize occupational hazards in work activities and take safety precautions.

• Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities.

The intent of this position description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and is not a declaration of the specific duties and responsibilities of any particular position. Employees may also be assigned job-related tasks other than those specifically presented in this description.

Montgomery County is an Equal Opportunity Employer and complies with the requirements of the Civil Rights Act of 1966 (Section 1981) and 1964 (Title VI, VII,) Americans with Disabilities Act (ADA), Rehabilitation Act of 1973, Age Discrimination in Employment Act (ADEA), Equal Pay Act (EPA) and the Uniformed Services Employment and Re-employment Rights Act (USERRA).

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Department: Election Commission

Pay Grade: 70, Non-Exempt

Starting hourly rate: $21.14

This is a full-time temporary position.

Minimum Experience: Two (2) years of general administrative, office experience.

Minimum Education: High school diploma or equivalent.

Certifications, Licenses:

• Must have dependable transportation.

• Must be a registered voter.

• A pre-employment criminal background check is required.

The purpose of this position is to provide the Election Commission with professional administrative support to promote voter registration and the electoral process, to secure the freedom and purity of the ballot, to provide Federal, State, and local election products and services to the citizens of Montgomery County so they have equal access to the election process and may exercise their right to vote in a timely, effective and accurate manner.

GENERAL POSITION DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Provides customer service to internal and external customers; greets, receives, and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.

• Processes, maintains, and updates voter registration records and files in computerized voter registration election system database and Kardveyor as required by law.

• Records and delivers information to supervisors, voters, candidates and co-workers.

• Communicates and interacts with supervisors, members of the general public and all other groups involved in the activities of the department, and performance of daily duties

• Prepares and/or generates for distribution routine correspondence, letters, memoranda, forms, reports, and other documents.

• Opens and distributes mail; prepares outgoing mail; operation of postage meter scale and machine.

• Receives various documentation; reviews, processes, responds, forwards, maintains, and/or takes other action as appropriate.

• Learns new software applications and procedures; troubleshoots computer problems; performs basic computer maintenance tasks.

• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.

• Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.

• Instructs and provides assistance to the public on the operation of the Kiosk located in the lobby of Election Office in order to obtain a driver's license.

• Reviews voter records periodically to update voter data files and examines applications for correct voter data before entering into the computer system.

• Proofreads and prepares ballot layout for front counter copies and newspaper.

• Maintains inventory of departmental supplies; initiates orders for new and/or replacement materials and supplies.

• Provides information, assistance and guidance to the general public, candidates, election officials, the media or others concerning voter activities; responds to routine requests for information, election results and/or assistance from members of the staff, the public or other individuals.

• Attends classes and training programs as necessary to enhance job performance, skills and knowledge.

• Performs basic computer maintenance tasks, to include performing data backup, data purges, etc.

• Maintains an awareness of new trends, advances in the profession; reads professional literature; attends workshops and training sessions as appropriate

• Learns new software applications and procedures; troubleshoots computer problems; works with software vendors to resolve problems.

• Assembles election precinct supplies for poll workers and voters.

• Provides critical support conducting election; assists with early voting activities, troubleshoots voter issues/complaints, provides support to early voting staff.

• Provides support to Election Poll Workers; assists with conducting poll worker instructional classes on proper legal voting procedures and voting machine use.

• Provides information to officers of elections and voters at polling precincts regarding voter eligibility and/or correct voting location.

• Maintains voter registration information/registration applications at remote locations (post offices, public library, etc.).

• Creates and maintains brochures advertising upcoming elections and general voter information as well as signage for the department.

• Maintains department and polling precinct supplies.

• Acts as liaison between the department and community schools, universities, civic groups, churches, and other entities regarding voter registration to include annual high school voter registration per TCA 2-2-111.

• Assists in preparation of election calendars, schedules and deadlines.

• Maintains system of reporting changes and deficient/rejected applications for surveys.

• Assists in development and design of Poll Worker training manual.

• Responsible for creating and updating department training manuals with instructions on daily registration duties and responsibilities.

• Assists Administrator during monthly and special called Election Commission meetings.

• Presents Voter Registration Inspection Report to Election Commissioners to approve 10% of voter registrations from previous month.

• Corresponds with the State Election office concerning Voter Registration Inspections.

• Assists in the upkeep of the department’s website; create new pages, add/change/delete documents to current information.

• Acts as liaison between department and computer support representatives in matters relating to hardware and software system requirements.

• Functions as Safety Coordinator for department, reporting safety concerns and On the Job Injury claims to Risk Management; follow-up and record-keeping on OJI claims; attends all County Government safety trainings.

• Assists Risk Manager with County Government safety training; schedules bi-annual CPR and AED training with EMS for department staff; maintains safety manual and accurate record of AED and CPR training.

• Performs preventative maintenance on safety equipment to include fire extinguishers, Automated External Defibrillator, emergency lighting, and precinct first aid kits and supplies.

• Provides detailed plan of action for emergency situations, supervises and directs assigned staff and organizes projects.

• Designs office layout maps to include escape routes; posts instructions for fire extinguishers, CPR process, and use of the AED.

• Serves as office liaison during inspections by local Fire Marshall, documents report.

• Assists CMC Green Certification Program Manager to establish programs designed to reduce water and paper waste within the County Government; responsible for maintaining Green Certification for the department.

• Other duties as assigned.

FISCAL RESPONSIBILITIES:

This position has no fiscal responsibilities.

COUNTY ORGANIZATION DUTIES AND RESPONSIBILITIES:

• Represents the Department and County to other County staff and members of the public.

• Provides quality customer service to individuals needing directions or assistance.

• Demonstrates the organization’s Core Values and adherence to the Ethics policy.

SUPERVISORY RELATIONSHIPS:

Works under the supervision of the Chief Deputy of Elections. Employee may need to occasionally choose from defined alternatives to resolve problems but consults with the supervisor on matters not covered by guidelines. This position has no supervisory responsibilities.