What are the responsibilities and job description for the Election Office Assistant position at Washington State Health Care Authority?
Description
Headed by an elected state official, the Office of the Secretary of State is responsible for administering elections within the state, registering corporations and charities that do business within the state, collecting and preserving the records of governmental bodies within the state, and maintaining the Washington State Library. The office also administers the Address Confidentiality Program, the Legacy Washington and the Combined Fund Drive. Visit our website at: www.sos.wa.gov.
The Elections Division plays a critical role in ensuring Washington's democratic process is fair, accurate, accessible, and secure. Elections staff provide valuable services to voters, as well as statutorily required training and certifications to election administrators in all 39 counties. The division develops elections policy, administers our statewide voter registration database, manages statewide elections, and verifies and accepts petitions for initiatives and referenda.
Part-Time / Non-Permanent
This non-permanent, on-call position reports to the deputy director and is responsible for providing customer service via email and multi-line phones, reviewing petition sheets, comparing voter’s signatures for validity, proofreading elections and voter documents and processes ingoing and outgoing mail.
This position may work up to forty hours per week and is used during peak election times.
We are recruiting multiple non-permanent, on-call positions. These appointments are expected to last thru January 15th, 2027. These positions may work up to forty hours per week. The hiring manager reserves the right to fill the position at any time.
Duties
Provides customer service, processes petition sheets, proofreads documents and processes mail
Task include:
- Compares text to the original for accuracy.
- Checks to ensure spelling and style are correct and consistent.
- Checks to ensure page numbers, heading and captions are correct.
- Verifies that photos and illustrations are correctly captioned.
- Answers customer inquiries in-person, and by phone and email.
- Utilizes a multi-line phone system.
- Stacks, sorts, and codes petitions for validation.
- Compares signatures from petitions sheets to signatures in the voter registration system to determine validity.
- Processes incoming mail and prepares outgoing mail.
Task include:
- Other duties as assigned.
- May serve as backup for VoteWa and Administrative team.
Qualifications
REQUIRED QUALIFICATIONS
- Ability to read and write English language
- Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position
- Attention to detail
- Ability to multi-task
- High school diploma or GED
- Prior signature petition checking experience (state or county)
- Experience answering high volume phone lines
- Experience performing routine clerical duties such as typing, data entry, and file management
- Experience working directly with customers either by phone, email, or in-person
- Ability to follow directions and learn new skills
- Ability to concentrate for extended periods of time
PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.
At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.
Supplemental Information
WORKING CONDITIONS:
In this position, the incumbent works primarily in an office setting which may require sitting and/or standing for long periods of time. The position is non-permanent, on-call up to 40 hours a week. The position primarily interacts with internal customers but may also interact with the public. The incumbent must be able to work and handle multiple and consent interruptions.
SPECIAL REQUIREMENTS/CONDITIONS OF EMPLOYMENT
- These are on-call, non-permanent positions working up to 40 hours per week
- This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.
- This position compares signatures from petitions sheets to signatures in the voter registration system to determine validity, to do this work you must complete the mandatory signature verification training.
- To be considered for this position you must attach the following:
- Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
- Current Resume
- Three Professional references. Personal references will not be considered.
- You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
- All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.
- Candidates who are offered a job with OSOS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
- OSOS complies with the employment eligibility verification requirements of the federal government eligibility verification I-9 form. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form.
- OSOS does not participate in the E-Verify program and therefore cannot support STEM OPT Extensions.
discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should email HR@sos.wa.gov.
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026