Election Commission Deputy Administrator I

Nature of Work

This is responsible administrative and clerical work providing assistance with numerous tasks associated with the Maury County Election Commission. Activities associated with the job include the maintenance of Voter Registration files, processing of voter application forms and address changes, registering the public for voting and preparing for early voting and scheduled elections. Additional activities include providing assistance to the public regarding their voting status, preparing and submitting reports to the state, purging voter registrations when required and providing the public and candidates for public office with information pertaining to election rules and regulations. Job responsibilities require strong organizational, interpersonal and decision-making skills, some experience working for an election commission, knowledge of local, state and federal statutes governing the election process and dedicated attention to detail. Job performance is reviewed by the Administrator of Elections through observation of interactions with the public, accuracy and thoroughness of work assignments and knowledge of the laws and regulations governing election processes.

Illustrative Examples of Work

-Assists with conducting supplemental voter registrations each year for a period of at least four (4) hours at every public and private high school in the county (TCA 2-2-107) and ensures the proper notification of each scheduled registration.

-Maintains voter registration files for all active and inactive voters residing in the county and ensures that a computerized master file and hard copies are maintained in a safe and secure manner.

-Assists with elections and early voting by prooing ballots, mailing requests for voting, notifying poll workers, working with machine custodians, etc.

-Ensures the integrity of the voting process through strict observance of all early voting and Election Day voting procedures.

-Instructs and assists precinct workers to ensure they are prepared and competent to perform their duties.

-Reconciles any discrepancies between ballots, poll-roster books, and fail-safe forms and updates voter information in the computer.

-Ensures an adequate supply of materials, required forms and supplies are on hand for each precinct.

-Maintains files of rejected voter registrations and notifies the voter of the reason the registration was rejected.

-Prepares a diskette and/or computer generated voter list of all registered voters in the county and/or by precinct for sale to individuals who wish to use the information for political purposes.

-Sends out confirmation notices to all voters who have not voted in the previous four years, maintains a suspense file for another four years for those who fail to respond and purges from the files if there is no response in eight years.

-Assists with permanent absentee voters by mailing applications, processing the applications upon return, mailing the ballot and recording the ballot when received.

-Compiles, maintains and disseminates information pertaining to electoral process to the public, voters and candidates.

-Issues qualifying/nominating petitions to candidates and provides them with the other forms required for running for office.

-Provides required documents for candidates who choose to withdraw from an election.

-Verifies signatures of voters and determines if they are qualified to sign the petition.

-Maintains files on candidates including petitions and other required documents and notifies candidates and elected officials of required reports including campaign disclosure reports, annual statements of interest, etc.

-Publishes various legal notices including election dates and times, sample ballots, etc. in a newspaper of general circulation (TCA 2-5-211(b), TCA 2-12-111).

-Reviews maps to determine district and boundary lines for voting precincts, maintains and updates a street index database and makes notes of any redistrictin following the census and/or annexation of property.

-Goes to nursing homes, assisted living facilities and hospitals to assist those who wish to vote.

-Assists with preparing payrolls for election workers who attended required training.

-Registers new voters by mail or in person, records changes of address or name and issues a new voter card if necessary.

-Maintains files of deceased voters and removes voters from the active files in the event of death, change of address or felony conviction.

-Cancels voter registrations in other counties and states of voters who register in Maury County.

-Maintains, prepares and submits reports required by state regulations including the six months report, voter death report, duplicate social security reports, absentee certification reports and election certification reports.

-Answers the phone and greets the public to provide information and assistance.

-Performs related duties as required.

Necessary Requirements of Work

Graduation for an accredited high school supplemented with course work and training in office administration, typing, computer skills, and business English; a minimum of three years experience working in an office setting; ability to interact successfully with the public, good organizational and decision-making skills; dedicated attention to detail; experience working for an election commission; or any equivalent combination of education and/or experience to provide the following knowledge, abilities, and skills:

-Considerable knowledge of T.C.A., Title 2 pertaining to voter registration and election procedures.

-Considerable knowledge of district and boundary lines as they pertain to voting precincts.

-Considerable knowledge of the regulations pertaining to filing petitions for running for public office including eligibility requirements, financial disclosures, etc.

-Considerable knowledge of the governing regulations and functions of the Election Commission.

-Considerable knowledge of office administration procedures and practices.

-Considerable knowledge of computerized database management systems, word processing and spreadsheet applications.

-Considerable knowledge of procedures pertaining to early voting, absentee voting, mail in voting and Election Day procedures.

-Considerable knowledge of the operation and functioning of voting equipment utilized during early voting and on election days.

-Considerable knowledge of legal terminology utilized in election processes and regulations.

-Ability to interpret governing regulations and make effective and appropriate decisions in accordance with established policies and procedures.

-Ability to interact successfully with the public, co-workers, candidates and election officials.

-Ability to direct the activities of Election Day workers to ensure compliance with election procedures and protocols.

-Ability to independently research, analyze and compile information and prepare required reports, correspondence, memorandum, etc.

-Ability to effectively handle complaints and/or concerns and resolve problems when necessary.

-Ability to perform routine bookkeeping and accounting transactions.

-Ability to perform the physically demanding aspects of the job especially on election days, which includes excessive standing and lifting.

-Ability to remain current about voter eligibility and regulations pertaining to elections and provide accurate information to voters and the public.

-Ability to organize and maintain detailed and confidential information.

-Ability to input data in a rapid and accurate manner and operate commonly used office equipment.

-Skill in the use of computer software applications, proprietary software used for voter registration and computer terminals.

Necessary Special Requirements

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