Office Assistant III - Clark County Elections Office

Clark County Washington; Franklin (VA); On-site; USD 45,000 - 65,000; Full time

Job summary

Clark County Elections in Washington is seeking an experienced administrative professional to provide complex support for the Elections division. Responsibilities include using the VoteWA voter registration system, data entry, proofreading, and producing mailings to voters, including military and overseas voters.

The role supports annexation and redistricting tasks and requires strong customer service and data handling skills.

Qualifications

• Three to five years of advanced administrative support experience.
• Experience with elections or RCWs is desirable.
• Ability to enter data accurately into the election management system.
• Strong proofreading and customer service skills.
• Ability to manage multiple projects with changing priorities and deadlines.

Responsibilities

• Provides customer service to internal and external customers.
• Handles complex service areas and assists lower level staff with difficult requests.
• Coordinates and completes complex processes to support internal customers.
• Researches, interprets, and implements revisions to office systems and policies.
• Produces reports and analyzes data from databases as required.

Skills

Customer service

Data entry

Advanced proofreading

Interpersonal communication

Time management

Tools

VoteWA

Word

Excel

Data entry system

Job description

Job Summary

This position provides complex administrative support for the Elections division in the Auditor’s Office. Responsibilities include using all functions of the VoteWA statewide voter registration system; data entry; investigating and resolving required missing information on voter registration forms; scanning material into the voter registration system; working with State reports and other agencies to update voters’ status and address changes; issuing and receiving military and overseas electronic ballots; proofreading, issuing ballots; assisting with annexation and redistricting; assisting with signature verification; producing mailings to voters including military and overseas voters, and customer service.. This position will periodically require working overtime. This position is represented by Local 11 – OPEIU (Office and Professional Employees International Union, AFL-CIO). Due to the critical nature of the work, staff in Elections are considered essential to government services. This is not a remote working/telework position. Additionally, due to election deadlines, blackout dates may apply which restrict the use of vacation days at certain times of the year. This position is guaranteed 32 hours per week. Depending on departmental workload, operational needs, and Elections-related activity, the position may be scheduled for up to 40 hours per week.

Qualifications

Three to five years of responsible and advanced administrative support experience including the full range of office and support functions; telephone and reception, word processing, spreadsheet and other personal computer applications, filing systems, mail, supplies, budgeting, accounting and others. The ideal candidate will have the following strengths: Prior experience working with elections Advanced proofreading abilities Ability to enter data accurately into the election management system Use advanced functions in Word and Excel Ability to manage multiple projects with changing priorities and deadlines Ability to work effectively with the public and staff of federal, state and local agencies Ability to work cooperatively in a high pressure team environment Excellent interpersonal communication skills Problem solving skills and ability to research data Demonstrated effective customer service experience Experience with and/or knowledge of state RCW’s, county codes, ordinances, and policies governing elections is desired Other combinations of education or experience, which would demonstrate the ability to perform the work, will be considered. Knowledge of: General office procedures and practices and of the specialized functions, policies, and procedures of the work unit; spelling, capitalization, punctuation and rules of grammar, and of the formats and clerical procedures used in performing the work; filing and record-keeping procedures; applicable laws, county codes, ordinances, and policies governing the work of the department and assignment; business English; PC computer applications such as word processing, spreadsheets and data bases; basic bookkeeping and/or cashiering methods and practices as required by the position. Ability to: Establish and maintain cooperative and effective working relationships; master the more complex department processes, services and functions; operate standard office equipment such as computer software applications, telephones, facsimile machines, copy machines; apply sound judgment in making decisions independently in accordance with established policies, procedures, and regulations; effectively maintain harmonious relationships with customers, including co-workers; diffuse difficult or highly charged situations; follow oral and written instructions; effectively guide and assist other employees; evaluate and improve department service delivery through enhancement of procedures, systems, organizational approaches and record keeping; develop and demonstrate effective customer service techniques; communicate effectively both orally and in written form.

Examples of Duties

• Provides customer service to internal and external customers
• Provides direct customer service in the more complex service areas; assists lower level Office Assistants in researching and responding to difficult and detailed requests and situations from internal and external customers.
• Coordinates and completes a set of complex processes to support the work of internal customers; develops or recommends new processes, systems and work procedures.
• Coordinates the office operations of a function or service within the department of assignment.
• Researches, recommends and implements technical and/or administrative revisions to office systems, procedures and policies; interprets laws, regulations, policies and department procedures to the public and other staff.
• Assists with administrative tasks related to personnel, budgeting and facilities.
• Trains staff in the use of computer macros, templates, software, and data entry procedures, hardware and well as County department/division rules and regulations.
• Acts as project coordinator on major administrative projects.
• Implements new procedures and systems and trains staff.
• May provide lead direction to other administrative support staff; trains, assigns and assesses the work of assigned employees.
• May assume charge of support functions and staff in the absence of a leadworker or manager.
• Provides advanced administrative support.
• Develops and maintains databases for tracking departmental/program information; creates and produces complex reports from databases as required and necessary.
• Researches, interprets, prepares and maintains a variety of information and documents requiring knowledge of specific program requirements and terminology; creates written correspondence to customers regarding findings.
• Works with other departments, agencies or external contacts to research or coordinate work assignments.
• Compiles data, prepares documents and monitors expenditures to assist in the budget process.
• Researches and tracks information throughout the year.
• Composes and types complex detailed documents including letters, memos, minutes and other material from draft, dictation or general instructions.
• Proofreads and edits documents, presentation materials, brochures and other materials for grammar, clarity, punctuation and spelling; examines documents for completeness and accuracy.
• Gathers and compiles information and prepares reports and analyses in response to problems or as assigned.
• Uses spreadsheets to track, analyze and report quantitative information.
• Processes forms, applications, service requests and payments.
• Coordinates and organizes meetings, activities and functions; schedules rooms, assures notification of participants, arranges for necessary equipment and supplies.
• Performs related duties as required.

SELECTION PROCESS

First review date: September18, 2026. This recruitment may close at any time on or after the first review date.

The interview will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process. Employment References will be conducted for the final candidates and may include verification of education. It is the general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression. First review date: September18, 2026. This recruitment may close at any time on or after the first review date.

Equal Opportunity Employer Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County’s Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.

Employee Benefits and additional compensation Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation. Some types of employees in some positions and bargaining units might have different benefits and additional compensation. More specific benefit information for the different bargaining units can be found at https://clark.wa.gov/human-resources/employee-benefits. Also please refer to the specific bargaining unit contract for additional compensation at https://clark.wa.gov/human-resources/documents. Retirement Information All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice. For additional information, check out the Department of Retirement Systems' web site here: http://www.drs.wa.gov/ If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at [phone]; Relay [phone].

With its great natural beauty, Clark County, Washington, always has attracted people and businesses. We welcome those who visit and settle here, providing fresh perspectives, growing diversity and vibrant energy. Our forward-looking community is framed by the scenic Cascade Range to the east and the majestic Columbia River to the south and west. The area is a picturesque place to work, play, and live. Named for Captain William Clark of Lewis and Clark Expedition fame, our county is one of the fastest growing regions in Washington state and the Portland, Oregon, metropolitan area. Today, more than 467,000 people call Clark County home. Clark County government works to enhance the quality of life for all of our diverse community by providing services with integrity, openness and accountability. We are one of the county's largest employers, providing a wide range of rewarding careers for about 1,570 people.

Candidates will be evaluated based on the content of their applications and those deemed most qualified will be invited to participate in the remainder of the selection process. Some recruitments may require the following: Assessment, Cover Letter, Practical Exam, Evidence of a valid driver’s license, Criminal Background Check or other requirements. Oral Interviews are conducted with a panel of interviewers. If you are selected for an interview you will be contacted by the hiring department. Employment References may be conducted for the final candidates, including verification of education. You can get more information about job descriptions, pay schedule and employee benefits on the Clark County Human Resources website at www.clark.wa.gov/human-resources.