Job Description

Posting number: 0538CL-0926-031 (O)

Department: Registrar of Voters

Job classification: DATA ENTRY SPECIALIST

Posting type: Open

Categories: Administration, Clerical & Data Entry

Summary

DATA ENTRY SPECIALIST

Salary may be negotiable within the range listed above, based on position requirements and the successful candidate's qualifications, subject to appropriate authorization.

OPEN TO THE PUBLIC

This recruitment will establish an open eligible list that will be used to fill current and future Data Entry Specialist vacancies. The current vacancy is with the Registrar of Voters however the eligible list established will also be used to fill positions throughout the County of Orange.

DEADLINE TO APPLY

This recruitment is open to the public and will be advertised from September 8, 2026 through September 16, 2026 11:59pm PST.

Applications will only be accepted from Tuesday, September 15, 2026 at 8:00AM PST through Wednesday, September 16, 2026 until 11:59PM (PST).

The apply button will appear only during this period, and qualified candidates may submit their application.

REGISTRAR OF VOTERS

The Registrar of Voters, a nationally recognized and award-winning agency, is responsible for conducting elections, verifying petitions, and maintaining voter records in the County of Orange, the fifth largest voting jurisdiction in the United States with 1.9 million active registered voters. The department receives funding from the County's General Fund and periodic reimbursement from the federal government, the State of California, and local jurisdictions. The Registrar of Voters' staff includes 54 full-time employees and numerous extra-help employees who support various election-related positions representing the broad spectrum of Orange County's population. The department is responsible for all components of election management.

The Orange County Registrar of Voters prides itself on being a leader in the international and national elections community, working to continually innovate and create new and better ways to serve the public. The department values creativity, originality, initiative, and a strong dedication to customer service.

For more information on the County of Orange, please click here.

THE OPPORTUNITY

Data Entry Specialist's primary responsibility is to accurately input data from a diverse range of source documents using a keyboard. This position is part of a team that is responsible for maintaining a database of voter registration records. Incumbent provides public-facing customer service by completing data requests, reviewing applications, processing payments, and answering FAQs, both at the front desk and through inquiries about the work performed.

Key responsibilities include, but not limited to, the following:

• Maintain and update voter registration records with accuracy and speed, ensuring compliance with federal and California election law.
• Process new registration applications and cancellations efficiently.
• Ensure alignment of voter data with California Secretary of State’s systems.
• Verify signatures on vote-by-mail and provisional ballots and initiative, referendum, recall and nomination petitions to ensure compliance with California law to administer accessible, accurate and fair elections.
• Notify voters of changes and/or updates to their registration status.
• Coordinate and maintain accurate voter data through third-party providers and send related mailings.
• Organize and retain election-related documents in compliance with legal and procedural guidelines.

This position will require working overtime as needed during the election season, including weekends, weeknights, and/or holidays.

DESIRABLE QUALIFICATIONS AND CORE COMPETENCIES:

The ideal candidate will have experience and/or background working in an elections office type of setting or experience with voter database systems. It is preferred but not required that candidates possess six (6) months of election experience. In addition, the successful candidates will possess extensive knowledge and/or experience in the following core competencies:

Technical Knowledge/Experience

• Inputting data into various programs and formats at a high rate of speed and accuracy
• Entering, querying, and generating a wide range of information from various data sources.
• Extracting data from documents of dissimilar formats and formatting and generating a wide variety of reports, charts, and graphs.
• Memorizing and using complex systems of information codes.
• Understanding the procedures and regulations governing data entry

Oral/Written Communication Skills

• Demonstrating the principles of writing and grammar, including correct spelling and proper word usage, punctuation, and sentence structure
• Listening attentively and understanding the communication of subordinates, supervisors, the public, and managerial staff
• Reviewing, evaluating, and summarizing data trends and potential problem areas in writing

Relationship Skills

• Establishing and maintaining cooperative working relationships with peers, supervisors, managers, vendors, and the public
• Leading and training of seasonal staff on processes and procedures

MINIMUM QUALIFICATIONS

Please click here for details on the Data Entry Specialist classification, including the physical, mental, environmental and working conditions.

NOTE: Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.).

RECRUITMENT PROCESS

Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening, qualified applicants will be referred to the next step and notified of all further procedures applicable to their status in the competition.

Application Screening (Refer/Non-Refer)

Applications and supplemental responses will be screened for qualifications that are highly desirable and most needed to successfully perform the duties of this job. Only those applicants that meet the qualifications as listed in the job bulletin will be referred to the next step.

Online Assessment (Un-proctored): (Weighted 100%)

Applicants who meet qualifications will be invited to participate in one or more job related assessments. Applicants will be notified of their test date and access code, if applicable. Only the most qualified candidates will advance to the next step in the recruitment process or will be placed on the eligible list.

Eligible List

Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.

Based on the Department's needs, the selection procedure listed above may be modified. All candidates will be notified of any changes in the selection procedure.

Veterans Employment Preference

The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here to review the policy.

Examples of duties

REASONABLE ACCOMMODATION

The County of Orange is committed to providing reasonable accommodations to qualified individuals with disabilities. Individuals who require a reasonable accommodation during the application or selection process should notify the recruiter listed on the job posting as soon as possible. Documentation supporting the accommodation request may be required.

EMAIL NOTIFICATION

Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.

NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.

Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com.

FREQUENTLY ASKED QUESTIONS:

Click here for additional Frequently Asked Questions.

For specific information pertaining to this recruitment, please contact Michelle Kozai at Michelle.Kozai@ceo.oc.gov or 714-834-7308.

Qualifications

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Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.