Office Support Specialist
- GENERAL DESCRIPTION
Performs responsible and often complex administrative work in the Roanoke County Department of Elections. Serves as a member of a small team that registers voters and administers elections in a fair and non-partisan manner, working to ensure that the more than 72,500 registered voters of Roanoke County have access to the democratic process and are able to exercise their fundamental right to vote. Work performed is often confidential in nature, requires a familiarity with legal and technical concepts and terminology, and solid understanding of the laws and policies related to elections as set forth by the federal government and the Commonwealth. Provides information about registering to vote and the electoral process to members of the public and processes voter registration applications. Assists with extensive list maintenance efforts. Must be adept at functioning in a fast-paced, high-stress environment that requires quick and accurate critical thinking and decision-making skills, attention to detail, and the ability to adhere to and meet deadlines. Should be comfortable working independently, asking for clarification or assistance when needed, and a self-starter who possesses exceptional customer service and organizational skills as well as the ability to multi-task. Technological proficiency and the ability to learn and use new software and equipment are musts. Will assist with absentee in-person voting and Election Day preparations including officers of election, scheduling polling places, and packing supplies and materials for all of the County’s 33 voting precincts as well. Will perform additional related work as assigned.
- ESSENTIAL JOB FUNCTIONS
- Process daily transfer out, error and validation, and cancellation reports.
- Assist with processing of voter registration requests, changes, transfers, etc., as directed.
- Generate and maintain detailed correspondence related to all voter registration transactions.
- Print and mail voter registration cards and voter correspondence; check returned mail pieces into Virginia’s Election and Registration Information System (VERIS) with tracking information for list maintenance purposes.
- Scan and upload completed voter forms and requests into individual voter files in VERIS.
- Assist voters on the phones and in person at the counter.
- Respond to voter requests for forms and information.
- Maintain extensive paper files of voter registration and list maintenance records, as well as copies of voter correspondence.
- Manage files in accordance with the Library of Virginia’s Records Management protocols and retention schedules.
- Prepare, process, and distribute mail.
- Serve as first point of contact for technical issues within the office and as the Department’s liaison with CommIT and Building Services.
Required: High School diploma or equivalent supplemented by college level courses.
Preferred: Bachelor’s degree and previous work experience demonstrating the ability to perform the work described.
Experience Required: Considerable responsible clerical experience, as well as an interest in the electoral process.
Preferred: Associate’s or bachelor’s degree and previous administrative experience requiring demonstration of analytical and reasoning skills, sound judgment in decision-making; knowledge of and/or experience working in or with elections.
Required: Valid Virginia Driver’s License and good driving record; possession or ability to acquire certification as a Notary Public for the Commonwealth of Virginia; possession and maintenance of any other certifications deemed necessary by the Department; ability to secure and maintain certification as a Virginia Registered Election Official.
Knowledge, Skills and Abilities
- Ability to be wholly non-partisan in the administration of this position.
- Strong attention to detail, organizational and time-management abilities, ability to work independently once given instruction.
- Some knowledge of federal, state and local laws, regulations, and ability to perform duties associated with voter registration, absentee voting, election administration and processes.
- Knowledge of office administration and record keeping procedures.
- Ability to deal with the public in a courteous and diplomatic manner and to establish and maintain effective working relationships with state and county offices.
- Ability to explain complicated processes or requirements to voters in a calm, polite manner and discern when it’s appropriate to direct calls to others in the office or elsewhere.
- Skill in using standard business hardware and software, particularly Microsoft products, Xerox multifunction printers, letter openers, paper folder, etc.
- Ability to learn and use new technologies and voting equipment, pollbooks, etc., and demonstrate use of the same to lay people upon request.
- Ability to learn legal and procedural requirements quickly; to exercise judgement and discretion while adhering to those regulations and processes; and to understand and follow oral and written directions.
- Ability to maintain complex records related to voter registration, list maintenance, election preparation and operations.
- Familiarity with the geography of the County, location of voting places, etc.
Additional Requirements Must be a registered voter of the Commonwealth of Virginia. Must be willing to work significant overtime in the month and a half before and the month after each election, two Saturdays and at least one Sunday prior to each election, and other overtime as necessary. Subject to a complete criminal history background search with acceptable results. Satisfactory driving record according to County’s Vehicle Operation policy and agree to allow submission of driving history. Must also be able to perform the job as described in the Physical and Environmental Demands section of this job description (physical demands are greatly increased prior to and after elections – otherwise they are fairly standard).
- OTHER INFORMATION
Full-time employees are eligible for a comprehensive benefit package that includes:
• Progressive Flexible Leave Plan with cash-in option
• Twelve paid holidays
• Short Term Disability Insurance
• Long Term Disability Insurance
• Health, Vision and Dental Insurance
• Life Insurance
• Flexible Spending Accounts - Medical and Dependent Care
• Virginia Retirement System - Membership in VRS is automatic upon hire into a covered position. County contributes and employees pay their membership contribution.
• Deferred Compensation Plan with County Match
• Employee Assistance Program
• Credit Union Membership