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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00026225 |
Description Activated On: 5/11/2026 1:32:37 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Provides administrative and technical assistance to the Bureau of Elections to ensure efficient processing of tasks related to the Pennsylvania Election Code and other federal and state election law. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Assists with all Bureau calls and walk-ins. Reviews election related publications and instructions and provides recommended revisions to Division Chief and Civic Engagement & Community Impact Programs Manager. Researches complaints and resolves problems brought to the Bureau regarding election related matters. Enters data for various statistical reports required by the National Voter Registration Act (NVRA) and Pennsylvania Voter Registration Act (PVRA). Prepares commission certificates for Governor’s appointments, including members of the various boards, cabinet members, country row officers, judges, district judges, railroad police officers, institutional police officers, military post services officers and commissioners of deeds; maintains a current and accurate log of all such appointments; prepares documents for commission certificates such as the constitutional oath of office forms, cover letters, and identification cards. Provides recommendations to Division Chief and Civic Engagement & Community Impact Programs Manager on design and content of Bureau publications. Conducts nomination petitions and nomination paper filing. Gathers information for enhancing election databases. Coordinates and manages Bureau requests for translations from vendors. Responds to inquiries received /drafts and prepares correspondence regarding the administration of the state and federal election law. Collects and manages data on precinct statistics for election results and voter registration for statewide offices, Representatives in Congress, Senators, and Representatives in the General Assembly for primaries and elections. Monitors and organizes filing of precinct reports and maps submitted to the Bureau by the 67 counties pursuant to Act No 1989-101 and 302(m) of the Pennsylvania Election Code. Designs and coordinates a system of distribution of precinct maps to the General Assembly and the public. Compiles and prepares reports for distribution and sale to various client groups. Coordinates reporting of election results with county election officials. Assists the Division Chief and Civic Engagement & Community Impact Programs Manager in the planning and development of projects, including the annual county election officials’ conference, ballot certification, the Governor’s Civic Engagement Award, the county language access workgroup and reapportionment of election districts. Tracks mandamus and objection cases relating to nomination petition and nomination paper filing and testifies at hearings when necessary. Prepares the annual certification of offices to be nominated and elected. Prepares and reviews nomination petitions and nomination materials distributed to candidates. Prepares training materials related to nomination petitions and nomination paper filing. Reviews nomination petition and nomination paper withdraws for statutory compliance. Serves as a liaison for the Bureau with county election officials to provide guidance in the administration of their duties under federal and state election laws. Assists Division Chief with the Bureau’s Congressional and Legislative Reapportionment responsibilities. Monitors and maintains database of pending legislation. Calculates dates for the annual and “special” Election Calendars and prepares the calendar for publication. Prepares presentations for the annual County Election Officials Conference and other related presentations. Proofs ballot certification instructions that are provided to county Boards of Elections with the official certifications for the primary and November election. Participates in annual ballot position lottery. Prepares a list of justices and judges eligible for retention election and tracks the filing of Declarations of Candidacy for retention election. Reviews election certificates and judicial commissions. Reviews absentee ballot applications submitted by political parties, political bodies, candidates, and other organizations for compliance. Performs other related duties as required. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Independent decisions are made daily regarding the administration of elections programs. Effectively and accurately utilizes policies and procedures and technical information in the performance of duties. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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