Assistant Election Coordinator

COUNTY OF BUCKS

JOB TITLE:

Assistant Election

Coordinator

JOB CODE:

DEPARTMENT:

Board of Voter Registration

UNION:

00

FLSA STATUS:

Non-Exempt

GRADE:
POSITION SUMMARY:

Assists the Election Coordinator in their duties of organizing and managing processes related to campaign finance, ballot preparation, petition filing, mail ballot processing, training, and supervising temporary staff and other election related activities for the County of Bucks in compliance with all federal, state, county and local laws.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Election Coordination and Support
- • Vacancy Identification:
Help identify the offices up for election by corresponding with municipalities and school districts and tracking resignations and appointments.

• Petition Preparation:
Prepare nomination petitions for local candidates wishing to obtain ballot access.

• Petition Procedure & Training:
Assist in developing procedures for accepting nomination petitions, as well as provide training for office staff.

• Petition Support:
Answer questions from prospective candidates, candidates, and political parties regarding nomination papers, signature requirements, substitute nominations, and certain vacancies.

• Inventory Management:
Maintain election supply inventory and notify appropriate office staff as orders are needed.

• Election Official Materials:
Prepare, edit, and update election manuals and training materials.

• Polling Place Materials:
Assist with supervising the preparation of materials and supplies furnished to polling locations on Election Day.

• Polling Place Changes:
Prepare notices and postings for polling place changes as required by the Election Code.

• Ballot Preparation:
Assist with creating and updating candidate lists, reviewing referendum submissions, coordinating and overseeing the casting of lots, proofreading election materials (e.g., petitions and ballot proofs), providing such materials and feedback to Election Specialists as needed, etc.

• Precinct Boundary Review:
Assist with the review of precinct boundary lines based on voter participation history to ensure polling places are balanced on Election Day.

• Canvassing Duties:
Act as a facilitator during the computation and canvass of the returns of votes cast on Election Day.

• Write-in Canvassing:
Canvass write-in votes, notify successful candidates, and prepare election certificates.

Mail-in Ballot Processing and Canvassing
- • Procedure Development:
Assist with the development and implementation of absentee/mail-in ballot application processing procedures to ensure accurate and timely processing.

• Processing Ballot Applications:
Process applications for absentee/mail-in ballots, and for military and civilian overseas ballots under the Uniform Military and Overseas Voters Act.

• Participate in On-Demand Voting:
Aid in on-demand voting operations, ensuring voters can exercise their rights smoothly.

• Recording Returned Ballots:
Assist with receiving and recording absentee/mail-in ballots as they are returned as well as Election Day pre-canvass.

• Issue Ballot Tracking:
Help maintain a database of issue ballots returned to the Board of Elections.

Campaign Finance
- • Report Submission:
Assist with the management of the financial reports submitted by candidates and committees.

• Late Notice Correspondence:
Prepare reminder and late notice correspondence for campaign finance reporting as needed.

• Software Training:
Provide training and support for candidates and committees using the Department's online

campaign finance software.

Administrative Duties
- • Stay Current with Election Laws:
Continuously update knowledge of changes in the Pennsylvania Election Code and applicable legislation and litigation to ensure compliance and provide accurate information to voters, candidates, and committees.

• Oversight of Per Diem Staff:
Assist in providing oversight of and assigning work to per diem staff.

• Counter Service:
Provide counter service for walk-in voters, candidates, and campaigns, along with handling phone requests.

• Hearing Materials:
Prepare materials that may be necessary for Board of Elections or court hearings.

• Collaborate Effectively:
Work effectively with the…