Elections Office Assistant II - Extra Help

Description

This position is for the Ventura County Clerk and Recorder, Elections Division and may require travel throughout Ventura County. Candidates may be assigned at a vote center if there is an operational need.

In anticipation of the Presidential General Election, the Elections Division of the County Clerk Recorder's office is seeking to fill 50 temporary Extra Help positions to perform records management support. Depending upon voter turnout and job assignment, terms of employment may range from several weeks to several months depending on the operational needs.

Under close supervision and in a trainee capacity, to assist journey-level staff in performing a wide variety of technical and professional duties and services. The ideal candidates are detail oriented professionals with superior to excellent organizational, time management, interpersonal and communication skills; computer literate with Microsoft Word and Excel skills; able to multi-task, work effectively with rapidly changing priorities in a timely manner and with a high degree of accuracy; and, able to address public inquiries with courtesy, tact and diplomacy, under occasional stressful public contact, consistent with department rules, practices and protocols; and to perform related work as required.

Extra help employees are hired to perform temporary work and are paid on an hourly basis. They work on call, which means that their work hours may vary from day to day, and they may need to work on evenings and weekends. It's important to note that these employees are not regular county employees and are not eligible for county benefits. Additionally, extra help employees are limited to working a maximum of 720 hours per fiscal year, which runs from July 1 to June 30.

Ideal candidates must be able to:

• work flexible hours including time frames which may be short, may include early-time, overtime, evening, weekend, and holiday work on short notice.
• perform routine and repetitive tasks which may include sitting or standing for long periods.
• maintain attention to detail in a fast-paced, time-sensitive, and confidential work setting.
• communicate and interact effectively with supervisors, peers, and the public with tact and diplomacy.
• use computerized equipment to research voter information and print ballots.

In addition, the ideal candidate will be willing and able to follow specific procedures; operate a variety of automated office equipment including a computer and printer; and demonstrate some knowledge of modern office methods, practices, and public contact techniques.

The staff assignment for this recruitment: Employment will be during the voting period for the November 2024 Election.

• The Elections Office Assistant II: May be assigned to a vote center, data entry, ballot drop box pickups, call center, ballot processing, or other office work areas. Assignments may last from several weeks to several months. The period of employment will be various shifts between July 2024 and November 2024. May be required to work various shifts, overtime, and weekends: hours are driven by the Elections Division workload and may be less than 8 hours/day.

PAYROLL TITLE & APPROXIMATE SALARY:

Office Assistant II - $25.00/hour

AGENCY/DEPARTMENT:County Clerk-Recorder, Elections Division

The eligible list established from this recruitment will be used to fill current temporary/intermittent positions as well as future Extra Help vacancies. There are currently 50 anticipated vacancies in the County Clerk-Recorder, Elections Division, depending on the operational needs.

TENTATIVE SCHEDULE:

OPENING DATE:06/21/2024

CLOSING DATE:Continuous

Examples Of Duties

Duties may include but are not limited to the following:

• Assists in scheduling and coordinating extra-help staff at vote center locations.

• Facilitate and conduct extra-help staff training.

• Organizing and coordinating vote center locations.

• Coordinating ballot pick-up throughout the County.

• Operate a variety of automated office equipment, including desktop/laptop computers.

• Help resolve complaints and issues while exercising tact and discretion.

• Assist the public and representatives from outside agencies in completing forms and explaining rules, regulations, and procedures.

• Utilize sound judgment following set standardized processes and procedures.

• Perform a variety of clerical duties and receive and answer telephone calls.

• Assist voters with disabilities, know-how and when to assist voters with specific needs.

• Deliver ballots and other required materials from the vote centers, throughout the County, to the Elections Division office.

• Process election ballots.

• Process and validate Voter Registration forms and Vote By Mail voter data/signature verification.

• Swear on oath to uphold election laws and protect the security of the election process; and

• Perform other duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING AND EXPERIENCE

Considerable clerical experience which has led to the acquisition of the required knowledge, skills, and abilities. An example of this is any combination of education, training, or experience equivalent to two (2) years of clerical experience.

NECESSARY SPECIAL REQUIREMENTS

• Must have a valid California driver's license.

• Incumbents must be able to work flexible hours: that is, early time, overtime, evenings, holidays, and weekends with little notice and as needed.

• Be willing and able to perform routine and repetitive tasks which may include sitting or standing for long periods of time.

• Must be willing and able to work in the Election's Division office and vote center locations throughout Ventura County.

DESIRED

• Excellent organizational skills

• Public speaking skills

The ideal candidate will possess the following competencies:

• Adaptability & Flexibility

• Responding positively to change and fluidly modifying behavior as the situation requires.

• Communication- Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by others.

• Professional Integrity & Ethics

• Demonstrating high standards of conduct and consistently adhering to sound moral principles.

• Self-Management

• Exemplifying personal organization, dependability, and self-discipline.

• Team Orientation

• Embracing a spirit of collaboration and a commitment to cooperating with others to achieve shared goals.

• Cross-Divisional Collaboration

• Facilitating cooperation across organizational units to accomplish common goals.

• Leadership- Establishing shared goals, values, and principles and strategically guiding others.

• Attention to Detail

• Accomplishing tasks thoroughly with concern for all elements involved, however small.

• Critical Thinking & Problem Solving

• Analyzing and evaluating information, problems, and options with logic and good judgment.

• Information Gathering

• Proactively obtaining facts and data needed to effectively answer questions, solve problems, or complete projects.

• Information Sharing

• Proactively communicating facts and data in comprehensible form to appropriate audiences.

• Oral Communication

• Speaking to be understood and listening to understand.

• Presentation Proficiency

• Formally communicating prepared information to an audience.

• Customer Service

• Ensuring consistent, responsive, and superior delivery of services to internal and external stakeholders.

Recruitment Process

FINAL FILING DATE:This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

To apply on-line, please refer to our web site atwww.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is: County of Ventura, Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants:It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - qualifying:All applicants are required to complete and submit the questionnaire for this exam at the time of filing. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION

• Pass/Fail:An application evaluation will be conducted to determine whether or not each applicant possesses the required minimum requirements for this recruitment. Applicants who have been determined to meet the minimum qualifications through the evaluation process will be placed on the eligible list.

Applicants successfully completing the examination process may be placed on an eligible list for a period of six (6) months.

BACKGROUND INVESTIGATION:A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is required for this position.

For further information about this recruitment, please contact Judy Larson by email atjudy.larson@ventura.orgor telephone at (805) 654-3611.

EQUAL EMPLOYMENT OPPORTUNITY

The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.