Assistant Director of Election Services

POSITION SUMMARY:

Assist the Director in fulfilling the department’s mission and achieving its organizational purpose, while providing insight and innovative initiatives.  Perform confidential administrative work in support of the Director and the Board of Elections.  Assist the Director with work related to budgets, election grants, personnel matters, general election administration, and the Board of Elections.  Work is performed in accordance with State and Federal election laws and policies and procedures established by the Board of Elections.  The Assistant Director has the authority to act in the Director's absence.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Act in the absence of the Director, Election Services.
• Assist with overseeing elections in compliance with applicable laws, regulations, and statutes.
• Respond to inquiries from the general public, candidates, and political parties by providing information pertaining to election policies, procedures, laws, and regulations.
• Recommend new and revised policies and procedures related to the administration of the local election office operations.
• Review proposed federal, state, and local legislation to determine the impact on the conduct of elections.
• Participate in task force committees, conferences, and workshops throughout the state to exchange information related to the conduct of elections.
• Assist with precinct management, which includes the following: 
  • Review polling location changes, including visiting potential locations and conducting ADA surveys
  • Utilize data maintained in accordance with the Election Code regarding divisions and realignment of polling locations within municipalities.
• Assist Director with compiling, organizing, and presenting data for short- term and long-term projects.  This includes updating and maintaining certificates of all offices and elected officials in all municipalities in Berks County. 
• Prepare the biweekly department payroll and assist in the preparation of the budget
• and human resources documents. 
• Assist in the application and administration of all election grants. Assist in developing voter education and outreach programs.
• Knowledgeable in all aspects of campaign finance; review expenses submitted for compliance and answer all inquiries.
• Oversee the mail-in and absentee ballot operation at the mail ballot processing location.
• Maintain familiarity with the operation of all voting machines, high-speed scanners, electronic poll books, and Electionware software.
• Foster communication and contact with local political party chairs.
• Train to provide back-up to other positions, if required.
• Travel in and around the County to training sites, ballot drop boxes, polling sites and voting machine warehouse, with occasional out-of-town travel as needed.
• Perform other related duties and responsibilities as required.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor’s Degree in Business Administration, Public Administration, or a closely related subject.
• Four years of experience applying Federal, State, and Local election laws and regulations applicable to conducting elections.
• Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of Federal, State, and Local election laws, regulations, statutes, processes, and procedures.
• Knowledge of policies and procedures applicable to preparing for and conducting elections.
• Demonstrated ability to maintain exceptional attention to detail to ensure the accuracy of ballot preparation, election materials, and compliance with applicable election laws.
• Proficiency in compiling statistical data.
• Able to operate a variety of computer software programs, including Microsoft Word and Excel.
• Ability to understand and carry out oral and written directions and to communicate effectively orally and in writing.
• Ability to work independently with a high degree of organization.
• Able to use strong analytical and critical thinking skills to prioritize tasks and make sound decisions.
• Ability to maintain professional demeanor when dealing with internal/external customers.
• Ability to maintain cooperative working relationships with those contacted in the performance of duties.
• Ability to supervise and effectively lead the work of subordinate employees.
• Ability to handle stress.
• Physical presence in the office required. 

PHYSICAL DEMANDS:

Work involves walking, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.  The employee must occasionally lift and/or move up to 40 pounds a distance of fifteen (15) feet or less.

WORKING ENVIRONMENT:

Normal office environment.  Position requires occasional travel.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position, and may be changed where appropriate.