Date of Posting: Monday, January 6, 2025
Job Title: Administrative Assistant – Election Division
Department: City Clerk/Chief of Elections
Work Hours: City Hall Hours
Union Eligible: Yes, AFSCME Local 3147
Salary Range
$81,031.66-$101,289.58 (Salary determined by educational attainment per collective bargaining agreement. Rates effective July 1, 2024.)
OVERVIEW:
The City of Lynn seeks an efficient, detail oriented, versatile, multitasking professional to serve as Administrative Assistant for the Election Division. The Administrative Assistant will report directly to the Chief of Elections and oversee election staff and operations related to the maintenance of all Election operations.
QUALIFICATIONS:
High School Diploma/Equivalency required, college degree preferred. The ideal candidate is an independent problem solver who can manage multiple demands and prioritize the needs of the office and staff. Seeking a leader with flexibility, empathy and a strong work ethic.
DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
• Assists City Clerk and Chief of Elections by performing and coordinating administrative support services. Acts as a principal assistant on all administrative matters.
• Maintain Local Information in VRIS including Polling locations, Street Maintenance, Election Calendar, Nomination/Petitions, and Census Clean-up (mass inactivation of non-responders)
• Perform Election preparation and clean up including polling locations, assigning Police Details for election day, design and order local ballots, hire all poll workers, payroll for poll workers and complete post-election reports for State through VRIS.
• Maintain financial reports for elected officials, keep update files of financial reports.
• Performs difficult and confidential typing, word processing and administrative duties. Handles highly confidential assignments for the City Clerk and Chief of Elections.
• Coordinates fiscal procedures within the departmental unit including: budget implementation and control, confirming that the expenditures are in accord with allocation of funds. Collects data and assists in preparation of administrative aspect of the annual budget.
• Assists in planning and implementing administrative improvements including organizational changes and work systems. Plans, schedules, and/or attends meetings and conferences, and prepares reports when necessary.
• Keep informed of new and revised policy statements, regulations, directives, and other communications issued by the State Election Division.
• Keep record for the preparation of administrative reports regarding time and attendance, leaves, termination, new employees, transfers for fiscal expenditures, and statistical records.
• Coordinates departmental services such as maintenance, repairs, supply procurement, and postal and electronic mail processing.
• Signs reports, letters, files, and records. Operates and oversee maintenance of office technology and equipment.
• Conducts business with the public, employees, and other departments. Answers questions with good judgment and knowledge.
• Coordinate and staff voter registration sessions throughout the year.
• Must have ability to learn and work independently on VRIS and to process downloads, new voters and interact with the Massachusetts Election Division.
• Is responsible to ensure that the annual street listing is complete. Makes necessary purges of non-responsive residents and voters in a timely fashion.
• Works with vendors and city departments to schedule and set up polling locations and recruits, hires, schedules, trains and communicates with poll workers to cover each election.
• Organizes, prepares and packs election materials and supplies to be delivered to each polling place.
• Assists with preparation of all related election spreadsheets and precinct checklists, precinct books and materials. Includes preparation and set up for election night vote tallying results and preparation and reporting of election results for certification.
KNOWLEDGE, ABILITY, AND SKILLS:
• Knowledge of applicable State election laws.
• Ability to deal with the public in a responsible manner and behave ethically.
• Working knowledge of Microsoft Office and other related computer software with a high level of proficiency in Microsoft Excel and PowerPoint.
• Experience with digital communications including web and social media platforms (Facebook, Twitter, LinkedIn) a plus.
• Highly detail oriented.
• Strong critical thinking and decision-making skills.
• Excellent listening skills.
• Experience de-escalating difficult situations and interfacing with the general public recommended.
• Conflict resolution and customer service training preferred.
• Bilingual/bicultural candidates strongly encouraged to apply.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Regularly required to walk, stand sit, talk and hear, operate objects, tools or controls, lift and carry paper files, Vital statistic books, Ballot boxes and other common office objects (up to 30 lbs). Ability to view computer screens and work with details for extended periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
How To Apply
A completed application, including cover letter, can be submitted via:
- Email ([email protected])
- Regular Post
- In-Person at the Personnel Department, Room 307 in Lynn City Hall
If submitting via e-mail, please include the “JOB TITLE” in the subject line. Applications must be submitted by Friday, January 17, 2025 or you will not be considered.
Job Title: "Elections Administrative Assistant"
CLOSING DATE: FRIDAY, JANUARY 17, 2025
* When applicants are substantially similar in terms of qualifications, preference will be given to candidates who have resided in the City of Lynn for a continuous twelve-month period prior to the date of posting.
The City of Lynn is an Equal Opportunity Employer!
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If you have any questions about the application process or need assistance, please call (781) 598-4000 or email us at [email protected].