ADMINISTRATIVE SECRETARY

Department / Division: BOARD OF ELECTIONS

FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11

Purpose of Job

The purpose of this job is to provide administrative support to the Supervisor of Elections and Registrations and the Board of Elections. Duties and responsibilities include, but are not limited to, directing voters to register, assisting with absentee voting, payroll maintenance, scheduling and maintaining files, assisting the public, providing information, answering the telephone, and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Enters data pertaining to lists of registered voters into computer, prepares files on all registrations including new voters, change of address cards, etc. Answers telephone utilizing accepted format answers questions and provides information takes and relays messages forwards calls. Processes absentee ballot applications and issues ballots to voters in the office, and by mail prints all absentee reports necessary for each election. Assists with preparation and delivery of legal notices for publication in the newspaper. Prepares authorization for payments, purchase requisitions, blanket purchase orders, budget amendments, and verifies funding availability for department. Provides information about the electoral process and voting procedures to the media, government officials, the public and candidates. Maintains files for active and deleted voters. Prepares the payroll for the department maintains records of leave balance and other personnel documents. Prepares correspondence, memoranda, reports and forms for the Supervisor and Board of Elections. Assists the Supervisor and Elections Technician with special projects. Maintains report and notifies the Elections Division of the Secretary of State monthly as to number of registration cards completed by electors in the courthouse office. Acts as a liaison with local high schools in recruiting student poll workers. Establishes and maintains department filing systems for all registration cards and general information. Maintains inventory and orders all office supplies. Types and records all Board minutes notifies the paper of any special meetings held by the Board prepares office and Board bi-weekly time sheets. Attends necessary training sessions on voter registration and election laws. Performs other related duties as required.

Knowledge, Skills and Abilities

Has considerable knowledge of the policies, procedures, and activities of the Board of Elections Department as they pertain to the performance of duties relating to the position of Administrative Secretary. Has the ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental andor governmental regulations. Has comprehensive knowledge of the terminology used within the department. Has the ability to communicate effectively with supervisors, other staff members, government employees, elected officials, and the general public. Has the ability to use independent judgment in routine and non-routine situations. Has the ability to communicate by oral and written means. Has the mathematical ability to handle required calculations. Is able to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has the ability to plan, organize andor prioritize daily assignments and work activities. Is able to comprehend and apply regulations and procedures of the department. Has a good working knowledge of election and registration laws, street locations, wards and districts, report preparation, and the policies and procedures as required in the performance of duties.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with two years of clerical, bookkeeping, or general office related experience required a VocationalTechnical degree in Accounting, Secretarial Sciences or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must possess a valid drivers license. Must possess or be able to obtain Notary Public Certification.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including a computer, adding machine, typewriter and fax machine. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to 20 pounds of force occasionally, andor up to 10 pounds force frequently. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION:

Requires the ability to compare andor judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes givingreceiving assignments andor directions to co-workers, assistants and volunteersfrom supervisors.

LANGUAGE ABILITY:

Requires ability to read a variety of financial statements, reports, lists, informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare spreadsheets, lists, reports, press releases, letters and rosters using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people and groups of people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand complex principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgment in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal and Georgia Election Code terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide utilize and determine percentages design multiple spreadsheets. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a computer, adding machine, typewriter and fax machine.

MOTOR COORDINATION:

May require the ability to coordinate hands and eyes in using computer, adding machine, typewriter, and fax machine.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a computer, adding machine, typewriter, and fax machine. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone. div alignright

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