Elections Office Assistant I/II - Extra Help

Job Description:

Elections Office Assistant I/II - Extra Help

Description

Description

The Elections Division of the County Clerk-Recorder's Office conducts elections as required by law. The Elections Division conducts all Federal, State, County, School and Special District elections in the county, as well as general municipal elections for all 10 Ventura County cities.

In anticipation of the November 4, 2025, Special Election, the Elections Division of the County Clerk Recorder's office is seeking to fill 55 temporary Extra Help positions to perform records management support. Depending upon voter turnout and job assignment, terms of employment may range from several weeks to several months depending on the operational needs.

Under close supervision and in a trainee capacity, to assist journey-level staff in performing a wide variety of technical and professional duties and services. The ideal candidates are detail oriented professionals with superior to excellent organizational, time management, interpersonal and communication skills; computer literate with Microsoft Word and Excel skills; able to multi-task, work effectively with rapidly changing priorities in a timely manner and with a high degree of accuracy; and, able to address public inquiries with courtesy, tact and diplomacy, under occasional stressful public contact, consistent with department rules, practices and protocols; and to perform related work as required.

Extra help employees are hired to perform temporary work and are paid on an hourly basis. They work on call, which means that their work hours may vary from day to day, and they may need to work various shifts, on evenings and weekends. Hours are driven by the Elections Division workload and may be less than 8 hours/day.

Extra help employees are not regular county employees and are not eligible for county benefits. Additionally, extra help employees are limited to working a maximum of 720 hours per fiscal year, which runs from July 1 to June 30.

Ideal candidates must be able to:

• Work flexible hours including time frames which may be short, may include early-time, overtime, evening, weekend, and holiday work on short notice.
• Perform routine and repetitive tasks which may include sitting or standing for long periods.
• Maintain attention to detail in a fast-paced, time-sensitive, and confidential work setting.
• Communicate and interact effectively with supervisors, peers, and the public with tact and diplomacy.
• Use computerized equipment to research voter information and print ballots.

In addition, the ideal candidate will be willing and able to follow specific procedures; operate a variety of automated office equipment including a computer and printer; and demonstrate some knowledge of modern office methods, practices, and public contact techniques.

PAYROLL TITLE & APPROXIMATE SALARY:
Office Assistant I: $22.00/hour

Office Assistant II: $25.00/hour

AGENCY/DEPARTMENT: County Clerk-Recorder, Elections Division

The eligible list established from this recruitment will be used to fill current temporary/intermittent positions as well as future Extra Help vacancies. There are currently 55 anticipated vacancies in the County Clerk-Recorder, Elections Division, depending on the operational needs.

TENTATIVE SCHEDULE:
OPENING DATE: 8/25/2025
CLOSING DATE: Continuous

APPLICATION REVIEW: Applications will begin to be reviewed on August 26, and on a frequent basis thereafter.

Examples Of Duties

Duties may include but are not limited to the following:

Elections Office Assistant I

• Opens/flattens/processes ballots.
• Works the in-office call center.
• Assist with the adjudication process.
• Picks up ballots at drop box locations and delivers ballots to Election’s office.
• Swear on oath to uphold election laws and protect the security of the election process; and
• Perform other duties as required.

Elections Office Assistant II may also (in addition to performing election office assistant I duties):

• Assist in scheduling and coordinating extra-help staff at vote center locations.
• Facilitate and conduct extra-help staff training.
• Organize and coordinate vote center locations.
• Coordinate ballot pick-up throughout the County.
• Operate a variety of automated office equipment (desktop/laptop).
• Help resolve public complaints and issues while exercising tact and discretion.
• Assist the public and representatives from outside agencies in completing forms and explaining rules, regulations, and procedures.
• Utilize sound judgment following set standardized processes and procedures.
• Perform a variety of clerical duties and receive and answer telephone calls.
• Assist voters with disabilities, know-how and when to assist voters with specific needs.
• Deliver ballots and other required materials from the vote centers, throughout the County, to the Elections Division office.
• Process election ballots and assist with manual tally process.
• Process and validate Voter Registration forms and Vote By Mail voter data/signature verification.
• May be assigned to a vote center and/or other office work areas.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING AND EXPERIENCE
Elections Office Assistant I
No experience required but must demonstrate possession of requisite knowledge, skills and abilities for the position.

Elections Office Assistant II
Considerable clerical experience which has led to the acquisition of the required knowledge, skills, and abilities. An example of this is any combination of education, training, or experience equivalent to two (2) years of clerical experience.

NECESSARY SPECIAL REQUIREMENTS

• Incumbents must be able to work flexible hours: that is, early time, overtime, evenings, holidays, and weekends with little notice and as needed.
• Be willing and able to perform routine and repetitive tasks which may include sitting or standing for long periods of time.
• Must be willing and able to work in the Election’s Division office and vote center locations throughout Ventura County.

DESIRED

• Excellent organizational skills.
• Public speaking skills.
• Have the ability to possess, obtain, and maintain a valid California driver's license.
• Prior work experience in the Election’s Division .

The ideal candidate will possess the following competencies:

• Adaptability & Flexibility - Responding positively to change and fluidly modifying behavior as the situation requires.
• Communication - Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by others.
• Professional Integrity & Ethics - Demonstrating high standards of conduct and consistently adhering to sound moral principles.
• Self-Management - Exemplifying personal organization, dependability, and self-discipline.
• Team Orientation - Embracing a spirit of collaboration and a commitment to cooperating with others to achieve shared goals.
• Cross-Divisional Collaboration - Facilitating cooperation across organizational units to accomplish common goals.
• Leadership - Establishing shared goals, values, and principles and strategically guiding others.
• Attention to Detail - Accomplishing tasks thoroughly with concern for all elements involved, however small.
• Critical Thinking & Problem Solving - Analyzing and evaluating information, problems, and options with logic and good judgment.
• Information Gathering - Proactively obtaining facts and data needed to effectively answer questions, solve problems, or complete projects.
• Information Sharing - Proactively communicating facts and data in comprehensible form to appropriate audiences.
• Oral Communication - Speaking to be understood and listening to understand.
• Presentation Proficiency - Formally communicating prepared information to an audience.
• Customer Service - Ensuring consistent, responsive, and superior delivery of services to internal and external stakeholders.

Recruitment Process

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

To apply on-line, please refer to our web site at www.ventura.org/jobs . A paper application can be obtained by calling (805) 654-5129. Our address is: County of Ventura, Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam at the time of filing. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - Pass/Fail: An application evaluation will be conducted to determine whether or not each applicant possesses the required minimum requirements for this recruitment. Applicants who have been determined to meet the minimum qualifications through the evaluation process will be placed on the eligible list.

Applicants successfully completing the examination process may be placed on an eligible list for a period of six (6) months.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is required for this position.

EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
For further information about this recruitment, please contact Melissa Rodriguez by email at melissa.rodriguez@venturacounty.gov or telephone at (805) 654-2556.

Service Employees International Union (LOCAL 721)
(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Code: UPP

Closing Date/Time: Continuous

Salary:

$45,760.00 - $52,000.00 Annually