Job Description

Posting number: 26-01201

Department: Office of Elections

Job classification: ADMINISTRATIVE ASSISTANT V

Posting type: Open

Categories: Administration, Administrative Assistant, Elections

Serves as the assistant manager for early voting operations in Fairfax County, the largest voting jurisdiction in Virginia and one of the 30 largest voting jurisdictions in the United States. Under the supervision of the Deputy Registrar for Early Voting, plays a pivotal role in ensuring the smooth and efficient operations of the early voting process in Fairfax County, including preparing and supervising 16 early voting sites that are each open for 10 to 45 days before election day.

The ideal candidate will bring a blend of administrative acumen, data organization and management skills with experience in tools such as Excel, Airtable, or similar software; supervisory experience; and an understanding of election procedures and policies. Your days will be diverse, ranging from hands-on management of voting supplies and equipment to resolving voter inquiries with professionalism and grace.

This opportunity is perfect for an individual who thrives in a fast-paced, dynamic work environment and is dedicated to upholding the integrity and smooth operation of the early voting process in Virginia.

Job responsibilities include:

• Assists in the overall management and operation of early voting satellite locations, ensuring smooth and efficient daily operations.
• Uses Airtable and other similar software to manage, monitor, and evaluate all aspects of early voting operations.
• Sets up and maintain data to ensure all records are accurate, timely, and up to date.
• Coordinates with 16 early voting sites to make room reservations, change locks, receive voting equipment deliveries, and host early voting activities daily for 10 to 45 days before each election.
• Engages in budgetary discussions and keep track of expenses related to early voting operations.
• Analyzes voter turnout and engagement data.
• Helps manage approximately 250-300 early voting election workers (poll workers).
• Collaborates in the assignment of election officers (poll workers) to respective sites, considering factors such as past experience, party affiliation requirements, and other legal or statutory requirements.
• Helps recruit and onboard new election officers (poll workers).
• Prepares essential forms, signs, general supplies, and other materials. Help prepare training slides and other training materials.
• Helps write detailed instructional manuals and guides for all staff.
• Ensures the timely delivery and return of voting equipment and supplies to and from all early voting satellite locations.
• Collaborates with IT staff to ensure optimal function of all electronic systems, including electronic pollbooks, ballot-on-demand equipment, administrative tablets, and other voting equipment used for early voting.
• Handles and resolves escalated issues from voters or election officers (poll workers) efficiently and professionally.
• Ensures that all early voting sites comply with local, state, and federal regulations and guidelines. Stay updated on changes in voting laws or regulations that might impact early voting operations.
• Develops contingency plans to address unforeseen challenges such as equipment malfunction or unexpected site closures.
• Performs other duties, responsibilities, and special projects as assigned by the Deputy Registrar for Early Voting, adapting to the needs of the office, and taking initiative in the role.

As a member of the Office of Elections staff, participates in other activities related to election administration and voter registration on an as-needed basis. A flexible schedule is required before, during, and immediately after election day. Must be able to regularly work evenings until 7:30 p.m. and weekends before and during the 45-day early voting period for each election. Work-from-home is available for up to two days per week during non-election periods, but all work is in-person leading up to and during the 45-day early voting period for each election.

Note: The assigned functional areas of the position are general administration, public administration, logistics (scheduling and coordinating), customer service, and/or elections support or operations.

Supplemental information

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and four years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:

• The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.
• Must be a registered voter in the state of Virginia or become one within 30 days of hire.
• This position is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies.)

PREFERRED QUALIFICATIONS:

• Experience in a state or county election office and with the election process. Experience as an election officer (poll worker) at a polling place.
• Experience in supervising and managing temporary staff or election officers (poll workers).
• Experience coordinating with various stakeholders.
• Excellent organizational and coordination skills.
• Excellent Microsoft Office skills (Excel, Word and Powerpoint) to develop reports and spreadsheets. Experience using Airtable or other relational database software to maintain the data structure and individual records.
• Ability to develop strategic and contingency plans.
• Ability to work extensive overtime in preparation for and during 45-day early voting period before election day.

PHYSICAL REQUIREMENTS:
Generally, works in an office environment but may occasionally be required to perform job duties outside of the typical office. Job is generally sedentary in nature, and requires walking, standing, sitting (for long periods of time), kneeling, reaching, and bending at times. Requires ability to work extensive overtime hours under demanding conditions during elections. Requires the ability to assemble files, lift, move, push and pull equipment, documents, and supplies up to 30 lbs. Visual acuity is required to read data on a computer monitor, operate keyboard driven equipment and computer, and ability to communicate in person and on the phone. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include exercise.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home ( including Spanish, Asian/Pacific Islander, Indo-European, and many others) We encourage candidates who are bilingual in English and another language to apply for this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

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