Elections Deputy Administrator

The Deputy Administrator for the Sevier County Election Commission performs the day-to-day administrative, clerical, customer service, and election support work of the office under the direction of the Administrator of Elections. Primary responsibilities include processing voter registration applications and voter record changes, maintaining accurate voter registration and election records, assisting voters and candidates, answering phones and serving the public, preparing routine correspondence and reports, supporting absentee and early voting activities, preparing election supplies and materials, and assisting with Election Day operations. The employee is expected to learn and follow applicable election laws, rules, procedures, and office practices, maintain accurate and secure records, protect confidential information, and provide courteous, nonpartisan service. Performance is evaluated by the Administrator of Elections based on accuracy, timeliness, customer service, dependability, attention to detail, and effectiveness in supporting daily Election Commission operations.

• Provides day-to-day administrative and clerical support for the Election Commission.
• Answers phone calls, greets visitors, responds to routine questions, and assists voters, candidates, poll officials, and the public in a courteous and nonpartisan manner.
• Receives, reviews, processes, and files voter registration applications and changes of name, address, and other voter information.
• Maintains active and inactive voter registration records and related electronic and paper files in an accurate, organized, and secure manner.
• Facilitates confirmation notices, cancellations, removals, rejected registrations, and other voter-list maintenance activities.
• Processes routine absentee and by-mail voting applications, ballots, correspondence, and tracking records as assigned.
• Collaborates on early voting and Election Day preparation, including proofreading ballots, preparing forms and supplies, organizing precinct materials, and supporting election records and equipment.
• Assists with preparing materials for poll officials and temporary election workers and provides routine instructions on established procedures.
• Aids in reconciling ballots, poll rosters, forms, and related election records; updates information in applicable computer systems.
• Assists with candidate files, qualifying or nominating petitions, required forms, routine filings, and established deadlines.
• Verifies voter information and petition signatures and maintains related documentation.
• Assists with required election notices, sample ballots, election dates and times, and other public information.
• Uses maps, street indexes, and district and precinct information to assist with routine voter and election questions.
• Prepares routine reports, correspondence, voter lists, certifications, payroll information, and other documents required for office operations and state reporting.
• Compiles and provides approved voter and election information in accordance with applicable laws, policies, and procedures.
• Assists voters at nursing homes, assisted living facilities, hospitals, or other approved locations when assigned.
• Uses voter registration systems, election software, word processing, spreadsheets, email, and standard office equipment.
• Maintains confidentiality and security of voter information, election records, ballots, equipment, passwords, and other sensitive materials.
• Participates in required training and keeps current with procedures affecting assigned duties.
• Works extended hours as needed during early voting, election preparation, Election Day, canvassing, certification, recounts, or other election activities.
• Performs other incidental and related duties as required and assigned.

Required: 

• High school diploma or general education degree (GED) or an equivalent combination of education, training, and experience sufficient to successfully perform the essential duties of the position.
• Possession of or ability to obtain a valid Tennessee driver’s license and to be insured at standard vehicle liability rates.
• Ability to successfully complete required pre-employment screening in accordance with County policy.

Preferred:

• Coursework, training, or experience in office administration, customer service, records management, business, government, or a related field.
• Experience in a public-facing office or other environment requiring accurate records and compliance with established procedures.
• Familiarity with voter registration, election processes, or Tennessee election law.

COMPETENCIES 

• Basic experience using computers, common office applications, and standard office equipment and skill in using computers, word processing, spreadsheets, email, databases, and standard office equipment.
• Ability to accurately enter data, maintain organized records, follow detailed procedures, and perform routine administrative and clerical work.
• Ability to communicate professionally and work effectively with the public, co-workers, candidates, poll officials, and governmental personnel.
• Ability to learn and apply Tennessee election laws, Election Commission policies, and established voter registration and election procedures.
• Knowledge of general office administration, records management, filing systems, and customer service practices.
• Ability to learn voter registration databases, election management systems, and proprietary election software.
• Ability to perform accurate data entry and carefully review detailed information.
• Strong organizational skills, attention to detail, and ability to meet deadlines during busy election periods.
• Ability to understand and follow written and oral instructions, policies, procedures, statutes, forms, schedules, and checklists.
• Ability to communicate clearly, courteously, and professionally, both orally and in writing.
• Ability to provide consistent, respectful, and nonpartisan public service.
• Ability to recognize matters requiring higher-level review and refer complex or sensitive issues to the Administrator of Elections.
• Ability to maintain confidentiality and exercise appropriate judgment with sensitive or restricted information.
• Ability to work cooperatively as part of a small office team and demonstrate dependability, integrity, professionalism, patience, and composure.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This is light to medium work requiring the exertion of up to 50 pounds occasionally and up to 10 pounds frequently.
• Work requires standing, walking, bending, stooping, kneeling, reaching, lifting, carrying, and periods of sitting and computer use.
• Work requires manual and finger dexterity to operate computers, election equipment, and standard office equipment.
• Vocal communication and hearing are required for regular interaction with the public and co-workers.
• Visual acuity is required for data entry, document review, computer use, election materials, and determining the accuracy and thoroughness of work.

WORK ENVIRONMENT

• Work is performed primarily in an office environment, with periodic work at polling places, early voting locations, care facilities, storage areas, and other election-related locations.
• General hours are Monday through Friday  8:00 AM to 4:30 PM; extended evening, weekend, and holiday hours may be required before, during, and immediately after elections.
• Work may involve high public contact, strict deadlines, repetitive tasks, and periods of increased activity and stress during election cycles.
• Travel within Sevier County may be required to support voter registration and election activities.