Administrative Assistant for the Elections Division

The Administrative Assistant (AA) for Elections will report directly to the Deputy for Elections, and shall assist other members of the Elections Division and the Secretary of State as needed.

Hours: 8-5, Monday – Friday.

Job location is the Nebraska State Capitol.

EXAMPLES OF WORK:
Provide administrative assistance and support to the Elections Division of the Secretary of State’s Office. Required general duties shall include, but are not limited to, assisting the Deputy for Elections with scheduling, calendars, voicemail and files as requested, and the administrative and logistical operations of the Elections Division such as processing mail, answering and routing phone inquiries, greeting the public, maintaining the Election Division filing system, including administration and logistical operations as a result of the Help America Vote Act (HAVA). In accordance with the Help America Vote Act (HAVA) guidelines, the AA will log and forward voter registration applications, cancellations, felony convictions and early voting request forms to appropriate county officials; log and deposit funds for filing fees, orders for voter registration forms, and assist with electronic voter history files with corresponding affidavits; be available to assist with all clerical and data entry assignments as requested by the Deputy for Elections and members of the Election Division. This AA will be available to assist with voter outreach and voter education projects under HAVA as approved by the Secretary of State and the Deputy for Elections. Additional duties may include: clerking and writing minutes for state canvass board meetings and related election advisory board meetings as needed by the Election Division; writing letters and proofreading documents for accuracy as requested by the Deputy for Elections or members of the Election Division; scheduling mandatory public hearings for ballot initiative measures; and assisting with the required publication of notices and initiative measure pamphlets.

QUALIFICATIONS / REQUIREMENTS:
REQUIREMENTS: Two to three years of experience in office, administrative, or support work. Minimum of two year degree in business or office administration with coursework in business communications or writing. Experience with Microsoft Word, Excel, Access, Powerpoint, and Outlook.

PREFERRED: A two-year or four-year degree in business administration, office administration, or similar field; proof-reading skills and experience needed.

KNOWLEDGE, SKILLS AND ABILITIES:
Proficiency in Microsoft Word, Excel, Access and Outlook. Ability to project a professional presence, work under pressure, have good interpersonal skills and be able to deal professionally with the public. Ability to gather and disseminate information to the public and others. Effective communication skills to organize and present material effectively, concisely, and accurately. Ability to proofread, correct/write with grammatical accuracy. Ability to independently prioritize; basic knowledge of elections or experience as an elections volunteer useful; work, organize time, meet deadlines and multi-task.