ADMINISTRATIVE COORDINATOR

GENERAL STATEMENT OF DUTIES: To report directly to the Executive Director and the Director of Campaign Finance and assist with carrying out the agency’s campaign finance and elections responsibilities. This includes responsibilities related to enforcing compliance with campaign finance laws of the state, as well as rules and regulations established by the Board of Elections. Responsibilities involve the coordination of mailings to office holders and data entry into the campaign finance reporting tracking computer system. The Administrative Coordinator shall also serve as the agency's receptionist and assist in all aspects of the day-to-day administration of the Board of Elections. The Administrative Coordinator will assist with various voter registration, mail ballot, other election-related tasks, and assist, when necessary, in managing the personnel and payroll records of the agency. The Administrative Coordinator will assist in preparation for all Board meetings, including preparing the agenda, posting the agenda on the Secretary of State's website, and preparing and posting minutes of the meetings. The Administrative Coordinator will prepare the Board meeting room and assemble agenda material for the Board. The Administrative Coordinator will assist, when necessary, in paying the agency bills through the Enterprise Resource Planning system.

The duties and responsibilities of the Administrative Coordinator shall include, but are not limited to, the following activities. Certain functions may become the exclusive responsibility of the Administrative Coordinator.

• Work under the supervision of the Director of Campaign Finance on duties related to the compliance with campaign finance laws, including but not limited to mailings, data entry, and contacting officeholders;
• Answer all incoming calls to the agency; transmit all phone calls and messages to the appropriate persons; oversee agency phone system;
• Greet, assist, and direct all visitors;
• Receive and respond to inquiries from the public, including e-mail;
• Perform data entry and construct spreadsheets;
• Make weekly bank deposit of fines collected for late filing violations and processed the paperwork for the deposit through Workday;
• Assist in the preparation of the Annual budget for the Agency and assist in preparing Quarterly Budget reports;
• Prepare correspondencemailings;
• Accept and process campaign finance data & reports both manually and via computer;
• Scan and file variousreports;
• Order supplies and maintainthe inventory of office supplies and maintenance of office equipment (e.g. copiers, fax machines) and reception area;
• Receive & distribute incoming mail; prepare outgoing mail; maintain & update agency message/bulletin boards;
• Conduct research and compile data;
• Assist in maintaining and processing personnel and payroll records, including hiring and termination documents;
• Assist in developing and preparing annual reports (e.g. Affirmative Action, EEO, etc.);
• Attend and take minutes of meetings;
• Assist in coordinating and processing bid requisitions and purchases;
• Assist with the processing of mail ballots, election recounts, and audits;
• Accept reports, forms, and supplies delivered to theagency;
• Assist in preparing for meetings/hearings/appeals: organize files, witnesses, stenographer, meeting room, etc;
• Assist the Board & Executive Director in researching various issues and preparing assorted reports, including those of a confidential nature;
• Interface with various boards and commissions as well as federal, state and local government officials and agencies on issues related to elections and the agency's daily operations;
  
  

The aforementioned activities outline the duties and responsibilities of the referenced position. It is not a complete list of the duties and responsibilities associated with the position, but rather, a general guide for the position. In addition, the Administrative Coordinator shall at any time and from time to time perform such duties as may be assigned by the Board of Elections in addition to, or in lieu of, his or her regular duties.

KNOWLEDGE, SKILLS AND CAPACITIES: Must possess excellent written and oral communications skills; initiative and demonstrated organizational skills; ability to work independently or with staff; possess strong interpersonal skills including the ability to work effectively with superiors, agency personnel and the public; ability to coordinate multiple projects and work assignments; have a working knowledge of computer applications and other office equipment; familiarity with standard office procedures; possess strong Microsoft Word and Microsoft Excel skills; ability to effectively problem-solve and related capacities and abilities.

Education And Experience

Education: Such as may have been gained through possession of a High School diploma; and

Experience: Such as may have been gained through employment in areas of the administration of elections and campaign finance, as well as administrative and clerical office duties.

Or, any combination of education and experience that shall be substantially equivalent to the above education and experience.