Executive Assistant

Under the immediate direction of the Administrator of the Board of Elections, serves as the confidential administrative assistant to the Administrator and confidential secretary to the Board of Elections Commissioners. Coordinates office administration, personnel administration, Board governance activities, payroll coordination, and administrative support functions to ensure the efficient operation of the Board of Elections. This position performs highly confidential administrative duties and serves as the primary administrative liaison between the Board of Elections, County departments, and external agencies.

The position does not direct election operations or supervise operational election staff unless specifically delegated by the Administrator.

Business

Title:

Executive Assistant

Civil Service

Title:

Employee Board of Elections

Reports to: Administrator

Hours: 8:15 to 4:15 - Monday through Friday with overtime hours and weekends required as needed.

Department: Middlesex County Board of Elections (Board);
Department of Community Services

• Research, compile, analyze, and prepare confidential and sensitive correspondence, reports, memoranda, and other documents.
• Maintain the Administrator's calendar, appointments, meetings, and schedule.
• Receive and screen incoming calls, correspondence, and visitors; determine priority and refer matters to appropriate personnel.
• Arrange and coordinate meetings, conferences, travel, and special events for the Administrator.
• Coordinate administrative support functions for the Administrator, Deputy Administrator, Chief Clerk, and Warehouse Supervisor. Administrative coordination shall not include directing operational work assignments of supervisory personnel unless specifically authorized by the Administrator.
• Prepare administrative correspondence on behalf of the Administrator.
• Establish and maintain confidential filing and records management systems.
• Assist in developing office policies, procedures, forms, and administrative directives.
• Attend management meetings and prepare agendas, meeting notes, and weekly office meeting minutes.
• Perform special projects and other duties assigned by the Administrator or Deputy Administrator.
• Perform related election duties as assigned during election periods.

Serve as confidential secretary and administrative aide to the Board of Elections Commissioners.

• Prepare and distribute Board meeting agendas, packets, resolutions, and supporting materials.
• Coordinate all administrative activities required for the Commissioners to fulfill their statutory responsibilities.
• Serve as recording secretary for all regular and special Board meetings.
• Prepare meeting rooms, record meetings, prepare draft minutes, and maintain recordings.
• Maintain official Board records, agendas, minutes, resolutions, recordings, and supporting documentation in accordance with applicable records retention requirements.
• Coordinate publication of legal notices and election notices required by law.
• Keep Commissioners informed of statutory deadlines, meetings, and election obligations.
• Coordinate requests from Commissioners with appropriate Board supervisory staff.
• Receive, review, route, and respond, when appropriate, to routine correspondence directed to the Commissioners.
• Maintain current editions of Title 19 and other election reference materials.
• Coordinate memberships, registrations, and conference participation for Commissioners and designated staff.
• Maintain records responsive to Open Public Records Act (OPRA) requests relating to Board meetings and records, in coordination with the Administrator when appropriate.
• Manage confidential correspondence and official documentation relating to Board business.

Serve as the confidential Human Resources liaison for the Board of Elections.

• Coordinate onboarding of new employees and seasonal personnel with the Department HRPOC and/or HR office.
• Maintain confidential personnel files and employment records.
• Track Family and Medical Leave Act (FMLA), leave of absence, intermittent leave, and related personnel matters in coordination with the Department HRPOC and/or HR office.
• Keep record of current staffing rosters, organizational charts, and vacancy listings.
• Coordinate Workers' Compensation documentation and communications.
• Coordinate annual employee performance evaluations and required documentation.
• Maintain and distribute personnel policies, procedures, and administrative forms in coordination with the Department HRPOC and/or HR office
• Coordinate personnel onboarding, payroll documentation, and employment records for seasonal employees in coordination with the Department HRPOC and/or HR office.
• Operational supervision, work assignments, training, scheduling, and election procedures remain the responsibility of the Chief Clerk or other designated operational supervisor.

Working collaboratively with the…