Office of the General Registrar for Essex County, Virginia
Assistant Registrar
Performs duties outlined in the Code of Virginia, §24.2-114 as well as policy and procedures set forth by the Virginia State Board of Elections; performs difficult technical and intermediate administrative work assisting the office of the General Registrar; serves as first point of contact for visitors and callers; does related work as required; work is performed under general supervision of the General Registrar.
§24.2-112 “Any county or city whose population is 15,500 or less shall have at least one substitute registrar who is able to take over the duties of the general registrar in an emergency and who shall assist the general registrar when he requests. ”
To review the full list of Duties and Powers of the Registrar necessary for compliance with §24.2-112, refer to Code of Virginia §24.2-114.
Essential Functions of the Assistant Registrar
o Serves as office receptionist and performs administrative support and related duties, including but not limited to answers network telephone and takes complete and accurate messages.
o Assists with accurate and timely processing of voter registration applications, for duplications, denials and changes and assists with the maintenance of voter registration records and files.
o Responds to inquiries regarding voter registration, elections, and election laws; provides information to the public, government officials, elected officials, news media, candidates, political party representatives, etc… as requested.
o Assists in all phases of in-person and mail absentee balloting and security of ballots and assists voters with the absentee voting process.
o Monitor inventory of equipment, forms, supplies etc… and assist with ordering office and election supplies.
o Assists candidates with, verification of petitions, qualifications, filings and campaign contributions, log finance reports and ensure all deadlines are met for candidate compliance.
o Compiles and enters data into VERIS (candidates, offices, petitions, dates, street file, poll locations, etc…)
o Assist registrar with Election Day preparations, including but not limited to, EPB battery testing, compiling Officer of Election training material, polling place notifications, ballot review, EPB upload.
o Assists with records retention and disposal in accordance with Virginia Public Records Act; Files Certificate for Disposal with the Virginia State Library and Archives.
o Update website with media announcements and informational content.
o Designs and implements educational, public relations and advertising programs for elections and voter education.
o Compiles various administrative and statistical data using Microsoft suite; performs research and makes applicable calculations; analyzes data and prepares /generates reports; responds to surveys.
o Performs the duties of General Registrar as assigned or in the Registrar’s absence, §24.2-112; §24.2-114.
Required Knowledge and Skills:
A thorough knowledge of federal and state voting regulations, voter registration and election laws and the ability to apply and relate them to candidates, press and public.
A thorough knowledge of standard office practices, procedures and equipment.
The ability to communicate effectively in both oral and written form using proper grammar, punctuation, and spelling.
The ability to operate a personal computer with proficiency in Microsoft suite.
The ability to establish and maintain effective working relationships with city officials, associates, candidates, and general public.
Education, Experience and:
High school diploma (or GED) supplemented by coursework in secretarial, business or public administration, and experience working with the public. Election experience would be helpful. Any combination of training and experience which provides the required knowledge, skills & abilities.
Special Requirements:
Must have a valid driver's license and be a registered voter in the Commonwealth of Virginia. Must be able to work some irregular and weekend hours.
Complexity of Work: Performs semi-routine work involving set procedures and rules, but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure. Must be able to use common sense understanding, carry out instructions furnished in written or oral form, exercise good judgment, make decisions according to law, and work quickly and efficiently.
Impact of Decisions: Makes decisions with moderately serious impact – affects work unit and may affect other citizens and elections.
PHYSICAL REQUIREMENTS:
This is sedentary work requiring the exertion of up to 40 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires stooping, reaching, standing, walking, lifting, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.
Vision Requirements: Minimum requirements set by the Division of Motor Vehicles.
Environmental Conditions: Work is conducted indoors under controlled temperatures.
Equipment Essential to do Job: Computer, network telephone, calculator, fax and copy machines, printer, scanner, shredder.
This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
________________________________________________
Signature of Deputy Registrar Date
_________________________________________________________________________________________________
Signature of General Registrar Date
ECVR &E ver. August 2014 Page 1 | 3