Assistant Election Coordinator

County of Bucks; Doylestown (Bucks County); On-site; USD 42,000 - 52,000; Full time

Job summary

County of Bucks seeks an Assistant Election Coordinator to support the Election Coordinator in organizing election processes, including campaign finance, ballot preparation, petition filing, and staff supervision. Responsibilities cover managing petitions, training staff, and ensuring compliance with election laws.

The role involves coordinating with municipalities, maintaining materials, and assisting in polling place operations to ensure smooth Election Day activities.

Qualifications

• High school diploma or equivalent is required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

• Assist Election Coordinator in organizing and managing processes related to campaign finance, ballot preparation, petition filing, mail ballot processing, training, and supervising temporary staff.
• Identify offices up for election by coordinating with municipalities and school districts and tracking resignations/appointments.
• Prepare nomination petitions and assist in petition procedures and staff training.
• Answer questions regarding nomination papers, signatures, substitute nominations, and vacancies.
• Maintain election supply inventory and update election manuals and training materials.
• Assist with polling place materials, notices, and ballot proofs, and oversee lots casting.

Education

High school diploma or equivalent

Job description

Assistant Election Coordinator

JOB CODE: 0215

DEPARTMENT: Board of Voter Registration

UNION: 00

FLSA STATUS: Non-Exempt

GRADE: 99

Location: County of Bucks

Assists the Election Coordinator in their duties of organizing and managing processes related to campaign finance, ballot preparation, petition filing, mail ballot processing, training, and supervising temporary staff and other election related activities for the County of Bucks in compliance with all federal, state, county and local laws.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Election Coordination and Support

• Vacancy Identification: Help identify the offices up for election by corresponding with municipalities and school districts and tracking resignations and appointments.
• Petition Preparation: Prepare nomination petitions for local candidates wishing to obtain ballot access.
• Petition Procedure & Training: Assist in developing procedures for accepting nomination petitions, as well as provide training for office staff.
• Petition Support: Answer questions from prospective candidates, candidates, and political parties regarding nomination papers, signature requirements, substitute nominations, and certain vacancies.
• Inventory Management: Maintain election supply inventory and notify appropriate office staff as orders are needed.
• Election Official Materials: Prepare, edit, and update election manuals and training materials.
• Polling Place Materials: Assist with supervising the preparation of materials and supplies furnished to polling locations on Election Day.
• Polling Place Changes: Prepare notices and postings for polling place changes as required by the Election Code.
• Ballot Preparation: Assist with creating and updating candidate lists, reviewing referendum submissions, coordinating and overseeing the casting of lots, proofreading election materials (e.g., petitions and ballot proofs), providing such materials and feedback to Election Specialists as needed, etc.
• Precinct Boundary Review: Assist with the review of precinct boundary lines based on voter participation history to ensure polling places are balanced on Election Day.
• Canvassing Duties: Act as a facilitator during the computation and canvass of the returns of votes cast on Election Day.
• Write-in Canvassing: Canvass write-in votes, notify successful candidates, and prepare election certificates.

Mail-In Ballot Processing and Canvassing

• Procedure Development: Assist with the development and implementation of absentee/mail-in ballot application processing procedures to ensure accurate and timely processing.
• Processing Ballot Applications: Process applications for absentee/mail-in ballots, and for military and civilian overseas ballots under the Uniform Military and Overseas Voters Act.
• Participate in On-Demand Voting: Aid in on-demand voting operations, ensuring voters can exercise their rights smoothly.
• Recording Returned Ballots: Assist with receiving and recording absentee/mail-in ballots as they are returned as well as Election Day pre-canvass.
• Issue Ballot Tracking: Help maintain a database of issue ballots returned to the Board of Elections.

Campaign Finance

• Report Submission: Assist with the management of the financial reports submitted by candidates and committees.
• Late Notice Correspondence: Prepare reminder and late notice correspondence for campaign finance reporting as needed.
• Software Training: Provide training and support for candidates and committees using the Department's online campaign finance software.

Administrati e Duties

• Stay Current with Election Laws: Continuously update knowledge of changes in the Pennsylvania Election Code and applicable legislation and litigation to ensure compliance and provide accurate information to voters, candidates, and committees.
• Oversight of Per Diem Staff: Assist in providing oversight of and assigning work to per diem staff.
• Counter Service: Provide counter service for walk-in voters, candidates, and campaigns, along with handling phone requests.
• Hearing Materials: Prepare materials that may be necessary for Board of Elections or court hearings.
• Collaborate Effectively: Work effectively with the public, co-workers, and other offices, fostering a collaborative and supportive work environment.
• Perform Additional Duties: Undertake additional duties as required, following prescribed or well-established procedures that can be quickly learned through on-the-job training. Detailed instructions will be provided at the beginning of work.
• Work Overtime: Be prepared to work overtime as required, ensuring all tasks are completed as needed.

Qualifications Required

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High school diploma or equivalent.

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