Administrative Assistant III

OFFICE OF THE COOK COUNTY CLERK

NOTICE OF JOB OPPORTUNITY

ADMINISTRATIVE ASSISTANT III

Reference ID: COB – 00001

Posting Date: September 18, 2023

Closing Date: October 1, 2023, 11:59:00 PM

Status: Full-time

Shift Start Time: 9:00 A.M.

Shift End Time: 5:00 P.M.

Department: Elections

Division: Elections

Location: 118 N. Clark Street

Salary Range: $57,805

Grade: 16

Job Code: 0048

Union: SEIU73

Shakman Status: NON-EXEMPT

FLSA Status: Non-Exempt

Application Process: Internal/External

JOB SUMMARY

Reporting directly to the Election Division Supervisor, the Administrative Assistant III which serves as Field Coordinator in the Election Division is responsible for securing and maintaining the Election Day polling places and Early Voting sites in a geographically designated area of Cook County utilizing mapping systems. The Field Coordinator performs crucial support tasks, notably conducting site visits for nursing homes, jails and other facilities serving congregate populations during the Early Voting period. The Field coordinator is the primary point of contact between the Elections Office and local governmental entities for polling places and voter registration. This person receives remote work, and aides Deputy Registrar program administration and investigates election-related issues as directed. This position reports to the Manager of Voting Logistics and Locations.

Essential Job Duties

• Research, evaluate and recommend Election Day and Early Voting site locations throughout suburban Cook County to assure locations are safe and oversee site maintenance protocols.
• Help Election Data Unit to update the polling place maps which may include new sub-divisions or properties that no longer exist.
• Communicate election polling place changes to appropriate local political officials and other stakeholders.
• Help prepare polling place consent letters and conduct follow-up site visits.
• Update polling place property contact information every election cycle.
• Scrutinize polling places to assure proper space allocation, outlets, accessibility, safety precautions established and maintained including electrical hazards or imperfections to the sidewalk or interior flooring and address other site- specific issues.
• Bi-annually survey each site to assure the site is ADA compliant and relocate those that are not accessible according to federally mandated requirements.
• Add or update polling place addresses in VRXG system.
• Perform investigations on all polling place related issues as directed by management for compliance.
• Provide daily supply support, particularly voting equipment and supply replenishment.

• Assists with Deputy Registrar voter outreach initiatives.

• Process new and renewing deputy registrars in internal elections database.
• Aide distribution of deputy registrar supplies to designees, including County Clerk offices, townships and municipalities.

Minimum Qualifications

• High school diploma or GED certificate.
• Valid and active IL driver’s license and proof of auto insurance.
• Two years of experience working for an election authority.
• One year of experience surveying site locations.

Knowledge, Skills, and Abilities

• Knowledge of the suburban Cook County geographic and political subdivisions and its boundaries.
• Knowledge of building code requirements for ADA compliance, capacity, safety and security, etc.
• Ability to learn to use GIS/mapping software and applications and other job -related applications to conduct spatial analyses, find sites/locations and assess ease of access.
• Ability to communicate effectively with various constituencies including elected officials, voters, election judges and team members and management regarding various election related matters in writing using MS Office, email, evolving information technology, virtual presentation platforms, communication modes and mobile devices and peripherals.
• Basic problem-solving skills both as individual contributor and as part of a group of three or more and verifiable success following instructions and elevating issues for additional assistance or resolution.
• Ability to manage frequent incoming and outgoing telephone calls.
• Experience conducting initial inquiries, verifying accuracy of calculations, preparing reports using MS Office and electronic transmission for dissemination to superiors for further investigation and determination.
• Ability to use mobile devices, such as laptops, tablets, desktop PCs, smartphones, etc. including troubleshooting level 1 hardware and software problems.
• Valid and active IL driver’s license and proof of auto insurance required at time of interview for driving individual and Cook County fleet vehicles.
• Ability to work non-standard hours during peak election season (e.g. evenings, weekends, etc.) as needed.

Physical Requirements

• Lifting ability of 50 pounds maximum without assistance, ability to stand and sit for extended periods of time and ability to work evenings and weekends during peak election periods required.

Resume and application must clearly indicate duration of, and nature of work experience and education for consideration in accordance with specific Minimum and Preferred Qualifications to demonstrate eligibility for this Position.

CANDIDATES WILL BE REQUIRED TO PROVIDE PROOF OF EDUCATIONAL CREDENTIALS AND ANY APPLICABLE LICENSE OR CERTIFICATIONS AS LISTING ABOVE AT THE TIME OF THE INTERVIEW.

Benefits Package

• Medical, Dental, and Vision Coverage

• Basic Term Life Insurance
• Pension Plan and Deferred Compensation Program
• Employee Assistance Program
• Paid Holidays, Vacation, and Sick Time
• You May Qualify for the Public Service Loan Forgiveness Program (PSLF)

For further information on our excellent benefits package, please click on the following link:

• If you are an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules.

• Falsification of any information in the application process will result in disqualification, dismissal after hire.

• Applications of eligible applicants will be retained for consideration for ONE-YEAR.

• Any offer of employment will be contingent on the applicant passing a background check and any required pre-employment testing. Pursuant to Section 44-1 of the Cook County Code of Ordinances, all Cook County employees must maintain residence in Cook County throughout their employment. New employees must establish residency in Cook County within six (6) months from their date of hire or face summary discharge.

• The duties list is not set forth for the purpose of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside of an employee’s normal line of work.

• The Cook County Clerk’s Office hires and promotes based on the applicant’s qualifications and merit. Any Applicant who fails to comply with any of the requirements of the Notice of Job Opportunity will not be considered eligible for this position.

• The Cook County Clerk's Office does not hire for Non-Exempt Positions based on Political Reasons or Factors. Any questions should be sent to Human Resources at 312-603-5763.

METHOD OF APPLICATION:

Apply online at Online submissions will close at 11:59pm on October 1,2023.

Must be legally authorized to work in the United States without sponsorship.

COOK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER