ELECTIONS OFFICE COORDINATOR – Linn County, IA – Cedar Rapids, IA

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Linn County, IA

Description

Notice: Please see important note under Qualifications regarding clerical testing.

HOURLY WAGE: New Hire: $20.54 • 90 days: $21.58 • 1 year: $22.80 • 2 years: $24.03 • 3 years: $25.33 NOTE: This position is benefits eligible, although at a higher employee-cost rate than full-time positions.

Part-time (30 hours/week) position to be responsible for daily office operations including processing voter registrations and absentee ballot requests, sorting and distributing mail, filing, receiving and logging customer payments and providing general assistance to the public in-person, over the phone and through e-mail. Handles basic office accounting work. Recruits and trains election precinct officials. Work is performed under general supervision. Work involves heavy public contact and may be done under pressure and public scrutiny. Knows the County’s Customer-Centered Culture principles, the County’s Mission, Strategic Plan and Core Values and demonstrates a commitment to customer satisfaction for all customers on a regular basis. Prepares, claims for payment and maintains records of spending history. Tracks election-specific expenses and prepares invoices for cost reimbursement. Manages inventory including researching and ordering supplies, monitoring supply levels and tracking equipment and supply locations. Sells products and completes transactions by credit card, check or cash. Exports data from database systems. Imports text files into MS Excel for data analysis. Uses advanced tools in MS Excel including formulas, graphing and Pivot Tables to analyze and display information. Analyzes data exports and printed reports to perform reconciliations. Generates and prints reports from database systems. Assists Election Systems Administrator in providing reports and data exports as requested by the public, media, candidates and political parties. Trains and directs temporary office staff in the processing of voter registrations and absentee ballot requests; and reviews work for accuracy. Proofs ballots, letters and election documents for spelling, grammar and accuracy. Identifies problems with voter registration and absentee ballot applications and communicates corrective actions to voters. Performs data entry while registering citizens to vote, updating voter records and processing requests for absentee ballots. Prepares and mails voter registration confirmation cards. Conducts mail merges using MS Office and excel to populate letters and mailing labels. Creates and distributes informational packets for candidates, city clerks and school board secretaries. Interprets, implements and ensures compliance with state and federal laws and administrative rules relating to elections. Recommends, implements and documents procedural changes as needed. Manages Business Reply Account with United States Postal Service (USPS). Maintains paper filing system as well as digital files on the County’s network. Organizes counters, shelving and cabinets for efficient use. Maintains a welcoming and professional office environment for the voters and the general public. Attends continuing education course as required. Performs all other duties as assigned. Handles ADA requirements for the precinct locations. Knows the products they personally produce and the customers of each product. Listens to the “Voice of the Customer “and closes gaps between customer expectations and experience whenever possible.

Qualifications

Associate’s degree required. Degrees in Accounting, Business, or Technology preferred. Three (3) years of experience in an office environment. Work experience during one (1) general election may be substituted for one (1) year of office experience. Completion of Bachelor’s degree or higher may be substituted for two (2) years of office experience.
Candidates selected to move forward in the application process will be required to pass a data entry test, an intermediate MS Excel 2016 test, and a basic MS Word 2016 test. Within a week of the closing date of this posting, these candidates will be contacted via email to make an appointment to complete this testing at the Linn County Human Resources office. Applicants are thus strongly advised to monitor their email daily, including their junk/spam folders.

Must obtain State Election Administrator Training (SEAT) Certification within two (2) years of employment. Knowledge of MS Windows Explorer and MS Outlook. Knowledge of accounting procedures and business arithmetic. Knowledge of basic office equipment use including copiers, scanners, printers and fax. Ability to analyze data in MS EXCEL and from printed reports. Ability to plan and delegate work assignments. Ability to forecast supply needs and maintain adequate inventory. Ability to perform research and make recommendations for product purchases. Ability to identify and resolve problems. Ability to lead others and maintain a positive attitude in a changing environment. Ability to read, interpret, and retain information and instructions from the Code of Iowa and handle changes in procedures resulting from legislative changes. Ability to make decisions in accordance with laws, ordinances, regulations, and established procedures. Ability to instruct and interact with individuals and groups including making presentations. Ability to communicate effectively verbally and in writing. Ability to enter/extract data from a database application through a user interface. Ability to create and maintain both physical and electronic filing systems. Ability to adapt to emerging technologies to improve customer service and office efficiency. Ability to move heavy boxes of supplies on and off of shelves. Ability to remain politically neutral while representing the Auditor’s Office. Must pass a County physical examination, which includes a drug test after offer of employment. Must pass a criminal background check. Regular work attendance required.

Shift

8:00 a.m. – 5:00 p.m. Monday – Tuesday
8:00 a.m. – 1:00 p.m. Wednesday – Thursday
8:00 a.m. – 12:00 p.m. Friday

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