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$18.34 - $29.34 Hourly
$38,140 - $61,024 Annually
This position is a Pay Band 55
Posting Details
THIS POSTING WILL BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANT LISTS MAY BE SCREENED MORE THAN ONCE.
The Secretary of State is comprised of the Business Services division, and the Bureau of Elections. The Business Services Division is responsible for business formations which include corporation and LLC formations. The Bureau of Elections oversees all programs related to the administration of statewide elections to include public records requests and complaints from constituents.
To learn more about the Secretary of State, please visit our website:
Why does the job exist?
The Elections Bureau Administrative Assistant will provide primary administrative support to the Bureau of Elections and the Secretary of State's (SOS) elections leadership team. Responsibilities include managing schedules, coordinating meetings, and organizing travel logistics for the team. The assistant will respond promptly to constituent inquiries, schedule Bureau events, and maintain election-related records. Additional duties include coordinating staff training, recommending employee development opportunities to SOS leadership, managing office supplies, and facilitating interdepartmental and agency coordination. The assistant will also help plan, analyze, and provide recommendations to the Elections Bureau Director and leadership on methods to ensure accountability and meet statutory election deadlines. The role requires handling confidential information with discretion and performing other tasks as needed to ensure the smooth operation of the Bureau of Elections and successful election program execution.
How does it get done?
The Elections Bureau Administrative Assistant will be responsible for supporting various administrative functions, including personnel, fiscal management, property management, and management information systems, ensuring these processes are effectively coordinated. The employee will assist in developing, implementing, and overseeing procedures, as well as creating reporting methods to maintain accountability. Additionally, the administrative assistant will work closely with agency management to plan, analyze, and recommend actions to improve operations and efficiency, and serves as the backup for the receptionist of the agency.
Who are the customers?
SOS Election Division Directors and SOS Leadership, SOS staff, as well as key stakeholders within the federal, state and local election community.
Ideal Candidate
The ideal candidate will possess the following abilities:
1. Excellent communication skills both verbal and written
2. Organized and proficient in Microsoft Office Suite
3. Ability to prioritize tasks and manage time efficiently
4. Ability to anticipate needs and take initiative
5. Strong attention to detail
6. Ability to work under pressure and meet deadlines
Minimum Qualification
High School diploma or equivalent and two (2) years work experience in office administration. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling two (2) years may substitute for the required experience.
Employment Requirements
Must possess and maintain a valid Driver's license and be able to obtain a defensive driving course certification within six months of hire date including pass a background check, as a condition of continued employment.
Working Conditions
Work is performed in an office setting with exposure to Visual/Video Display Terminal (VDT) and extensive personal computer and phone usage. In-state and out-of-state travel may be required. Ability to lift up to 50lbs. The SOS holds a separate telework policy. May require overtime at times.
Supplemental Information
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Agency Contact Information: Mandy Vigil . Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
Bargaining Unit Position
This position is not covered by a collective bargaining agreement.
Date Posted: 08 April 2025
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