State of Maryland

An Election Administrative Assistant I is the full performance level of administrative support work related to a variety of technical or secretarial services in a local election office. Employees in this classification, working in the technical areas, perform administrative functions not involving policy decisions but requiring a thorough knowledge of the specific functions performed. Employees in this classification perform a variety of complex secretarial duties that require a thorough knowledge of election laws, rules and procedures. Employees in this classification do not supervise other positions but may provide training and guidance to Election Clerks and other support staff.

Employees in this classification receive general supervision from an Election Director, Election Deputy Director or other designated administrative staff and are expected to exercise considerable tact, discretion and judgment in all areas of work. Matters of confidentiality are given close attention by the supervisor. The work may require travel to schools, nursing homes or other facilities to register voters or provide related services. Employees may be required to work evenings and weekends, particularly prior to and following an election.

Positions in this classification are evaluated by using the classification job evaluation methodology.  The use of this method involves comparing the assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and. Examples of Work sections of the class description.

The Election Administrative Assistant I is differentiated from the Election Administrative Assistant II in that the Election Administrative Assistant II performs provides the full range of duties and responsibilities under general supervision and may train and guide Election Clerks and other support staff  while the Election Administrative Assistant II has supervisory responsibility for to Election Clerks and other support staff in a particular area or performs advanced level duties independently.

Provides secretarial support to the Election Director, Election Deputy Director and other designated administrative staff;

Trains and assigns work to Election Clerks and other support staff in the full range of specialized clerical work in a local election office;

Recruits election officials needed to staff polling places, organizes required training sessions, and implements and revises policies and procedures related to judge recruitment;

Maintains important or confidential records, including office records of employees’ work schedules, expense accounts and office supplies;

Purchases and inventories supplies;

Reviews reports and summarizes information to facilitate review by the Election Director or Deputy Election Director;

Compiles and maintains statistics;

Accepts and processes candidate and committee filings;

Answers inquiries regarding election procedures in person, by telephone, by email and U.S. mail;

Registers voters at local election office and outside facilities, completes registration forms and assigns voter district and precinct;

May perform the full range of specialized clerical work in a local election office;

May assist in reprecincting by obtaining census information, researching appropriate boundary lines and markers, and checking and recommending potential polling locations;

May compose correspondence dealing with routine and occasionally complex subject matter;

May assist in preparation of the annual budget;

May prepare election calendars;

Performs other related duties.

Knowledge of State election laws, statutes and ordinances;

Knowledge of Maryland State primary and general election procedures for federal, State and municipal elections;

Knowledge of business office practices and procedures;

Skill in word processing, personal computer and other office automation equipment and applicable software applications;

Skill in maintaining accurate and detailed records;

Skill in maintaining workflow despite frequent interruptions and changing priorities;

Ability to communicate effectively and tactfully with the general public, State officials, candidates and co-workers;

Ability to use independent judgment in applying and explaining election laws, rules and procedures;

Ability to meet time sensitive deadlines and demands.

Education:   Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: One year of experience applying election laws, rules and procedures in a local board of election office.

Notes:

1. Candidates may substitute specialized clerical experience for the required experience applying election laws, rules and procedures in a local election office at the rate of one year for each six months of the required election office experience. Specialized clerical experience is defined as work in an office which requires reviewing, verifying and interpreting information in order to make determinations and resolve work problems in accordance with policies, regulations, guidelines and procedures.

2. Candidates may substitute general clerical experience for the required experience applying election laws, rules and procedures in a local election office at the rate of two years for each six months of the required election office experience. General clerical experience is defined as work performing a variety of clerical duties which are clear-cut and typically found in office settings, such as filing, copying, posting data and directing telephone calls.

3. Candidates substitute thirty credit hours from an accredited college or university for the required experience.

4. Candidates may substitute additional experience applying election laws, rules and procedures in a local election office on a year-for-year basis for the required experience.

1. Employees in this classification are required to be registered voters in the State of Maryland in accordance with the Election Law Article, Section 2-207(d), Annotated Code of Maryland.

2. Employees in this classification may not hold or be a candidate for any elective public or political party office or any other office created under the Constitution or laws of this State in accordance with the Election Law Article, Section 2-301(b).

Class Descriptions are broad descriptions covering groups of positions used by various State departments and agencies.  Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.

Class Descriptions provide information about the Nature of Work, Examples of Work, General Requirements and Acknowledgements.  The Required Knowledge, Skills, and Abilities; Minimum Education and Experience Requirements; Special Requirements; and recruitment and testing procedures are set by the using agency.

This is a Skilled Service classification in the State Personnel Management System.  All positions in this classification are Skilled Service positions.  Some positions in Skilled Service classifications may be designated Special Appointment in accordance with the State Personnel and Pensions Article, Section 6-405, Annotated Code of Maryland.

This classification is not assigned to a bargaining unit, as indicated by the designation of S (Supervisor), M (Manager), T (Agency Head), U (Board or Commission Member), W (Student), X (Used by Agency or Excluded by Executive Order), or Z (Confidential).  As provided by State Personnel and Pensions Article, Section 3-102, special appointment, temporary, contractual, supervisory, managerial and confidential employees are excluded from collective bargaining.  Additionally, certain executive branch agencies are exempt from collective bargaining and all positions in those agencies are excluded from collective bargaining.

Employees in this classification are eligible to receive overtime compensation. An employee who works more than the normal workweek is entitled to be compensated for that overtime, as provided by the State Personnel and Pensions Article, Section 8-305.

This classification is one level in a Non-Competitive Promotion (NCP) series. NCP promotions are promotions by which employees may advance in grade and class level from trainee to full performance level in a classification series. In order to be non-competitively promoted to the next level in a NCP series, an employee must: 1) perform the main purpose of the class, as defined by the Nature of Work section of the class specification; 2) receive the type of supervision defined in the class specification and 3) meet the minimum qualifications of the classification.