Election Specialist

The position is located in Sells, AZ.

Position Summary:

Under general supervision, performs a variety of clerical duties for the Tohono O'odham Nation's Election's Office, Election Board and assists with the Nation's election processes and procedures.

The work is normally reviewed upon completion, with occasional spot checks while in process, to ensure accuracy, timeliness and conformance to established standards; major work tasks are covered by instructions or procedures and unusual situations are referred to a supervisor.

Essential Duties and Responsibilities:

• Answers all incoming calls, greets and directs visitors, takes messages and routes to appropriate staff; provides information in response to requests from other employees and the public.
• Maintains and updates a database and filing system of registration and certification of all voters of the Nation in compliance with the Nation's Constitution and other applicable laws, regulations, and ordinances.
• Maintains a current record of all elected officials and provides updated voter listing to each of the districts.
• Maintains individual and departmental calendars, appointments; coordinates and arranges meetings as required.
• Reviews and verifies forms for completeness in accordance with established policies and procedures.
• Assists the Election Board during elections of the Nation and districts; provides information as requested by retrieving records from the database and files.
• Assists with the implementation of informational and educational programs to increase voter registration and promote voter awareness; attends Election Board meetings to take minutes in the absence of the Election Supervisor.
• Creates correspondence, emails, faxes, reports, minutes, agendas, or memos from drafts, recordings or verbal instruction; receives, logs, sorts, photocopies, collates, and distributes documents.
• Maintains inventory of office supplies and equipment; performs minor maintenance and repairs; arranges for equipment maintenance and repair.
• Obtains travel information as required; makes travel arrangements according to established policies and procedures; prepares required documents and submits for approval.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of the Tohono O'odham Uniform Election Ordinance No. 03-86.
• Knowledge of general office procedures, methods and equipment.
• Knowledge of a variety of computer software, including word processing, database and spreadsheets.
• Knowledge of business writing, spelling, grammar and punctuation.
• Knowledge of records management and basic accounting procedures.
• Skill in typing, word-processing and dictation.
• Skill in answering and directing a multi-line telephone system.
• Skill in utilizing public relations techniques in responding to inquiries and complaints.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in providing superior customer service to external and internal customers.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged confidential information.
• Ability to work independently and meet strict time lines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work extended hours and various work schedules.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

High School Diploma or General Education Diploma and one year administrative or secretarial work experience with public elections or vital records, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 25 WPM.
• Must demonstrate forty-five percent proficiency in grammar, spelling, and math.
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.