Administrative assistant

at  Commission scolaire Riverside Riverside School Board

BRIEF DESCRIPTION

Under the supervision of the Returning Officer, the incumbent provides support in carrying out administrative and material tasks related to the preparation and holding of the election. You will follow up on telephone calls and answer questions. In collaboration with the Electoral Operations Assistants, you will follow up on the hiring of election workers, prepare assignments, swear-ins and set up training sessions. You will receive, classify, prepare, and distribute election materials for polling places and stations.

SKILLS AND ABILITIES

• Experience in the electoral field, an asset.
• Ability to communicate with the public.
• Organizational skills and good judgment.
• Tact and courtesy.
• Ability to work effectively in a team environment.
• Produce quality work.
• Good ability to adapt and react quickly to unforeseen circumstances.
• Ability to use an office suite (such as Google Suite, Microsoft or equivalent).
• Ability to express oneself in the second language.

SPECIFIC REQUIREMENTS

• Workplace shared between the commission’s point of service and telecommuting depending on needs and activities. Access to a home internet connection is required.
• You will need to be available from mid-June 2024 for more or less 15h/week for a period of approximately 5 weeks. During the election period from September 20 to November 8, 2024, you will work as needed, with no guarantee of a minimum number of hours. Week varies from 2h to 25h. However, you must be available during this period.

• Handle telephone calls or direct calls to the right person.
• Review the directory of candidates wishing to act as election staff and communicate with Operations Assistants for the recruitment of potential candidates to determine if a position can be assigned to them according to their skills.
• Obtain information required for job assignment and record it in the appropriate system.
• Assist with job assignments, work locations and training according to needs and availability.
• Prepare materials required for training, staff appraisals and swear-ins.
• Collect and file sworn statements.
• In collaboration with the Electoral Operations Assistants receive electoral materials and office supplies. Check quantities and accuracy of goods received. If necessary, order insufficient materials from the Materials, Equipment and Transportation Coordinator.
• Store and file materials received efficiently.
• Prepare materials to be used by election staff for both early and ordinary voting. By way of example, the materials will be ballot boxes, envelopes, labels, forms, registers, statements, office supplies, boxes for PRIMOs, pouches for the voter ID verification table, posters, personal protective equipment.
• Collaborate in the consolidation of all materials given to each PRIMO to ensure fast and efficient distribution on voting morning.
• Assist with the receipt and inventory of election materials at the end of voting days and their safe storage.
• Remain available to perform any other related tasks.
• Participate in the development of team training and documentation.
• Propose and create state-of-the-art tools for information gathering and processing.
• Contribute to the drafting of checklists for assistants and the Returning Officer.
• Develop follow-up tools for various files, including hiring, training, compensation, signing of leases, etc.
• Participate in the production of the election progress report at the end of the process.
• Remain available to perform any other related tasks.