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Program Coordinator

Company: Secretary of State
Location: Olympia
Posted on: June 19, 2022

Job Description:

*ALL APPLICANTS MUST APPLY THROUGH NEOGOV AT:https://www.governmentjobs.com/careers/washington/jobs/3548589/program-coordinatorHeaded by an elected state official, the Office of the Secretary of State is responsible for administering elections within the state, registering corporations and charities that do business within the state, collecting and preserving the records of governmental bodies within the state, and maintaining the Washington State Library. The office also administers the Address Confidentiality Program, the Legacy Washington and the Combined Fund Drive. Visit our website at: www.sos.wa.gov.The Elections Division plays a critical role in ensuring Washington's democratic process is fair, accurate, accessible, and secure. Elections staff provide valuable services to voters, as well as statutorily required training and certifications to election administrators in all 39 counties. The division develops elections policy, administers our statewide voter registration database, manages statewide elections, and verifies and accepts petitions for initiatives and referenda. Program CoordinatorFull-Time, Permanent We are recruiting for our program coordinator position. This is a full-time, permanent position. Please note: application review will begin May 20, 2022. It is in the candidate's best interest to apply as soon as possible. The hiring manager reserves the right to fill the position at any time. DUTIES:This position serves as the division primary point of contact for visitors and callers to the Elections Division and is responsible to answer multiple phone lines, receive visitors and distribute incoming mail. This position is also the primary person responsible for sending and receiving Voter Registration forms. Serves as the primary point of contact for the Elections Division:

  • Independently responds to inquiries by providing elections information to stakeholders such as citizens, candidates, county election administrators and internal elections staff members
  • Serves as the lead providing elections information via a hotline team; Leads the Elections Division hotline staff, of up to 12; develops curriculum and provides training; acts as a lead while hotline staff is on duty
  • Independently answers multiple phone lines; monitors and updates phone system for greetings and messages, answers inquiries regarding division services and procedures based on established guidelines; forwards calls to the appropriate staff member if necessary
  • Independently responds to division email box by answering incoming questions, often difficult and highly sensitive in natureElections Division Support:
    • Schedules meetings and coordinates materials; records meeting minutes and distributes
    • Performs word processing for basic memos and letters; proofreads and spell checks documents
    • Coordinates the legislative binders for the director and deputy, tracking daily and weekly status of bills and committee hearings
    • Orders and distributes supplies for the division
    • Organizes and maintains the Outlook contacts list and the MailChimp contacts address lists
    • Prepares the Weekly newsletter for distribution to 39 counties, solicits content and edits, formats photos and web links in Weekly, proofs for accuracy
    • Copies and distributes various materials, including federal Election Reports
    • Creates and maintains logs, spreadsheets and other tracking tools, including the division annual travel and training calendar and daily postal spreadsheet
    • Creates and maintains various electronic reports
    • Responds to requests for support from staff
    • Responsible for opening and closing duties of the 520 building
    • Manages visitor entry with sign in/sign out log Voter Registration:
      • Fulfills requests for forms to counties, agencies, and any other requestor(s); tracks the total forms requested and distributed
      • Processes incoming voter registration forms including date stamping, sorting, and distribution Records Retention and Archiving:
        • Reviews records retention schedule and provides recommendations for changes
        • Schedules records for transfer to Archives and/or Records Center; prepares records for destruction according to retention schedule
        • Identifies location for all records in 520 and tracks and monitors disposition of records, working closely with Elections managers
        • Receives public records requests and distributes request to leadership team, coordinates with Public Records Officer on deadlines and responsive records from Elections Division, closes out request when complete QUALIFICATIONS:REQUIRED QUALIFICATIONS:
          • Ability to read and write English language
          • Two years of experience providing support to staff or a program including, but not limited to, interpreting policy and instructing others on application of policies, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating events
          • Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position
          • Current Washington State driver's license or have requested and obtained an appropriate accommodationPREFERRED/DESIRED QUALIFICATIONS:
            • One year of experience using a multi-line phone system and providing customer services to the public, clients, or customers
            • Demonstrated verbal and written communication skills including conveying information
            • Ability to handle multiple and frequent interruptions SUPPLEMENTAL INFORMATION:WORKING CONDITIONS:
              • Works primarily in an office environment, but could require traveling in a vehicle for extended periods of time en route to training or conferences
              • Must be willing and able to sit at a computer for 6 or more hours a day
              • Must be willing and able to move and maneuver objects weighing up to 30 pounds with or without reasonable accommodation
              • Can be fast paced/high volume of multiple tasks; first point of contact for public and visitors
              • Per Governor Inslee's Proclamation 21-14 (Download PDF reader) (Download PDF reader) (Download PDF reader), employees at the Office of the Secretary of State must be fully vaccinated by their first day of employment. Your vaccine status will be verified by Human Resources prior to your first day of employment. Please contact Gretchen Barocio at hr@sos.wa.gov, if you need information on medical or religious accommodation SPECIAL REQUIREMENTS/CONDITIONS OF EMPLOYMENT:
                • This position is covered by a union, Washington Federation of State Employees (WFSE).HOW TO APPLY:
                  • Please attach a letter of interest and resume describing how your experience and qualifications relate to the position description and the required and preferred/desired qualifications.
                  • You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.
                  • All veterans must include a copy of your DD214 to receive preference in the hiring process. You must redact your social security number before attaching it to your application.The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of race, color, national origin, creed, sex, sexual orientation, disability, familial status, marital status, gender expression, gender identity and age. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should call (360) 704-5210..

Keywords: Secretary of State, Olympia , Program Coordinator, Other , Olympia, Washington

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