Job Description

Posting number: 11175

Department: Elections Board

Job classification: Clerk II, Voter Registration - Elections Administration

Posting type: Open

Categories: Administration, Miscellaneous

Serves as Deputy Registrar and is responsible for duties associated with voter registration and election-related activities. Supports staff for early voting and election activities. Responsible for campaign finance reporting for elected officials and candidates. Researches Voter Registration and other systems and records to determine voter eligibility for Election Day. Provides telephone support to early voting clerks (EV) and election judges (ED) for equipment problems and voter information questions/issues. Performs assigned clerical work such as document processing and/or recordkeeping in the daily operations of the department. Exercises independent analysis, problem solving and clerical skills. Handles requests for information that may not be provided in a standardized format. Produces reports and/or digital media for sales requests and resolves issues in Texas Election Administration Management (TEAM) system. Occasional, in-house, minor translating may be performed as required.

Examples of duties

1. Performs complex clerical duties such as classifying, consolidating, summarizing, sorting, filing and distributing documents and information.
2. Utilizes computer, calculator, Kardex file system, and other standard office equipment to record, store, and retrieve information.
3. Compiles complex reports and correspondence, drawing from a variety of sources within and outside the department.
4. Acts as a lead clerk by training, assisting, and verifying work for temporary workers.
5. Routinely answers customer questions via letter, e-mail, telephone and/or in person.
6. Determines voter eligibility by checking records including DPS, State, and felony records and the Voter Registration System.
7. Uses and performs data entry into Voter Registration System.
8. Verifies voting history reports and records such as Statements of Residence and Standard Affidavits from election officials of all elections for accuracy and completeness.
9. Conducts voter registration drives at civic events.
10. Trains, instructs, and inputs data for new Volunteer Deputy Registrars into database to include preparing and issuing supply kits.
11. Assists in verifying petition submissions.
12. Produces digital media for VR sales orders of registered voters, voting history, and counts.
13. Assists with distribution of election supplies and Rally Site.
14. Resolves tasks as assigned in Texas Elections Administration Management (TEAM) System to include, but not limited to: Cancelled Application Maintenance, Possible Deceased, DPS Applications, Possible Felon, and Address Confirmation.
15. Updates and scans into required systems Campaign Finance Reports of elected officials and candidates.
16. Resolves street issues through research in TAD or other tax records.
17. Sets up and prints voter registration certificates in-house.
18. Prepares special correspondence and confirmation notices on computer system using mail merge processes.
19. Maintains postage accounts and handles deposits weekly for sales of information as required.
20. Provides phone support and trouble ticket processing during elections for Lead Clerks and Judges to include researching eligibility of voters, providing basic troubleshooting steps, and verifying provisional ballots.
21. May be asked to perform minor, in-house translations or verify previously translated material for accuracy.
22. Performs all other related duties as assigned.

Qualifications

• High school diploma or equivalent and two (2) years of general clerical experience.
• Proficiency with keyboarding, word processing, spreadsheet, and other software suites.
• General clerical knowledge with good customer service skills.
• Must be able to work under pressure to meet deadlines.
• Must have the ability to develop unique correspondence and/or detailed spreadsheets, follow and provide verbal and written instructions, have a detailed knowledge of the organization's and department's procedures, and exhibit good communication skills.
• Spanish or Vietnamese bilingual preferred.
• In accordance with Election Code Section 12.006(e), applicants are not required to be a registered voter, but must meet the requirements to be a qualified voter: a person who is 18 years of age or older; is a United States citizen; has not been determined by a final judgment of a court exercising probate jurisdiction to be totally mentally incapacitated or partially mentally incapacitated without the right to vote; has not been finally convicted of a felony or, if so convicted, has either fully discharged the person's sentence, including any term of incarceration, parole, or supervision, or completed a period of probation ordered by any court, or been pardoned or otherwise released from the resulting disability to vote; and is a resident of Texas.

Supplemental information

While performing the duties of this position, the incumbent is regularly required to bend, carry, grasp/squeeze, use hand tools, hear, keyboard, lift below the waist, lift between waist and shoulder, lift overhead, lift to the side/twist, pull, push, reach, reach overhead, perform repetitive tasks, see color, see near, sit, squat, stand, talk, twist, use his/her hands, walk, work alone and with others, and work overtime.