WILSON COUNTY JOB DESCRIPTION

JOB TITLE: DEPUTY DIRECTOR V (ABSENTEE BALLOT& SUPPLY)

BOARD OF ELECTIONS

FLSA: Non-exempt

Under supervision of the Director of Elections, performs specialized work involving absentee ballots, voter registration records and assisting in elections in the County Board of Elections. Work involves processing absentee ballot applications, ballots and other election supplies, helping to process voter registration applications, maintaining voter registration records and printing and mailing voter registration cards. Work also involves accepting notices of candidacy, receiving and processing campaign reports, assisting in instructing candidates and providing information to County officials, news media, general public, etc. Employee is responsible for assisting in conducting elections in accordance with State and County laws, including instructing precinct officials, printing ballots and processing abstracts at end of each election. Employee is also responsible for preparing correspondence, a variety of reports, maintaining elections abstracts and files and picking up incoming mail when necessary. Reports to the Director of Elections.

This position requires in depth knowledge of all aspects of Absentee Balloting in North Carolina including: who may vote an absentee ballot, absentee voting in primary and second primary, absentee voting in municipal elections, alternate procedures for requesting absentee ballot, one stop voting procedures, and simultaneous issuance. Requires thorough knowledge of absentee application forms, container-return envelopes, instruction sheets and how they are retained. 

Processes absentee ballot applications, mailing ballots to absentee voters after approval by Board, keeping log of absentee voters, ballots and all absentee supplies. 

Keep abreast of changes in absentee laws. 

Assists in the process of voter registration applications and voter registration cards, registering new voters, making transfers and party changes and removing names of deceased persons and persons who no longer reside in the County; identifies precincts for new registrations. 

Assists with audit of the complete voter file, approximately 55,000 records. 

Assist in the maintenance of voter registration records, including personal data, addresses and voter history.

Tracks, prints and mails voter registration cards, verification and confirmation notices.

Assists the general public in reading maps and codes for districts. 

Assists in educating groups, schools, and the general public on voting procedures. 

Accepts notices and filing forms and fees from candidates; receives campaign reports, verifying and notarizing when required.

Assists the Elections Director in preparing and distributing information to candidates, insurance agencies, Justice Department, Secretary of State, State Board of Elections, news media and the general public. 

Assists the Elections Director in preparing for Board meetings and for instructional meetings for precinct officials; assists in instructing precinct officials for conducting elections; assists in training appointed agencies to register voters. 

Assists with voter registration information received from various agencies. In cases where information is complete, documents and sends to the applicant a cover letter, detailing information that needs clarification. 

Assists and helps maintain files of convicted felons on computer and in regular files after researching list received from the Clerk of Court in Wilson and other counties. 

Assists in preparing for and conducting federal, state, county and municipal elections including printing ballots, preparing poll workers payroll, confirming precinct books and processing abstracts at the end of the election. 

Types materials from typed or handwritten copy, which requires use of a variety of complicated formats for preparing correspondence, reports, schedules, records, etc.; assumes responsibility for correctness of spelling, punctuation, grammar and format. 

Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes data in preparation of standardized reports, including monthly and quarterly statistical reports.

Process petitions to verify voters (check names, addresses, and signatures) for ballot access or new political parties formed in North Carolina.

Statistically compute and manually summarize all data entry in preparation of daily, weekly, monthly and quarterly statistical mandated reports for Federal Government requirements.

Additional Job Functions

Assist with bulk notifications required by law after changes in precinct lines, state or local district lines, or any other adjustment affecting the voting process.

Performs other related work as required. 

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school and 1 to 2 years of experience in clerical and/or bookkeeping work, preferably in a Board of Elections office; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Valid driver's license in the State of North Carolina.

Certification as a Notary Public by the North Carolina Secretary of State. . 

MINIMUM QUALIFICATIONS OR STANDARDS

REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of equipment and machinery, including computers and peripheral equipment, typewriters, calculators, copiers, facsimile machines, voting machines, etc. Requires the ability to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for sedentary work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. 

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things. 

Interpersonal Communications: Requires the ability to speak and/or signal people to conveyor exchange information. Includes receiving assignments and/or directions from superiors. 

Language Ability: Requires the ability to read a variety of correspondence, lists, forms, reports, precinct books, guides, laws, procedures, rosters, directories, maps, ballots, etc. Requires the ability to prepare correspondence, registration cards, reports, payroll, forms, etc. Requires the ability to speak to people with poise, voice control and confidence. 

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form. 

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including legal and computer terminology. 

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; to multiply and divide; to calculate percentages and decimals. 

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. 

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. 

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. 

Color Discrimination: Requires the ability to differentiate between colors and shades of color. 

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. 

Physical Communication: Requires the ability to talk and hear. (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by car). Requires the ability to communicate via telephone. 

General knowledge of Federal, State and County laws and procedures pertaining to elections and the maintenance of registration records. 

General knowledge of office practices, procedures, equipment, and standard clerical techniques. 

General knowledge of operation and minor maintenance of popular voting equipment. 

Skill in the operation of common office machines, including popular computer-driven word processing, spreadsheet and file maintenance programs. 

Ability to prepare and maintain a variety of moderately complex records and files, and to prepare reports from them. 

Ability to read maps. 

Ability to communicate effectively in person and via telephone. 

Ability to maintain effective files, records and reports. 

Ability to gather, interpret, compile and analyze data, and prepare reports. 

Ability to exercise attention to detail in performing assigned tasks. 

Ability to maintain effective files, records and reports. 

Ability to develop and modify work procedures, methods and processes to improve efficiency. 

Ability to work long hours in preparation for and on election days. 

Ability to exercise considerable tact and courtesy in frequent contact with the general public. 

Ability to establish and maintain effective working relationships as necessitated by work assignments. 

Special Note: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Last Revised: 03/30/2023