Elections Administrative Aide

Description Applications are being accepted for a part-time Administrative Aide to provide assistance and support to the Gaithersburg Board of Supervisors of Elections and Office of the City Manager Elections staff in coordinating operations, functions, programs, and activities involved in conducting the 2025 Municipal Election. You will work closely with Elections staff performing a wide variety of election-related administrative functions and duties, including data entry and validation, processing mail-in ballots, preparing and maintaining records and reports, assisting candidates, officials, and the public, participating in election meetings and events, and completing other routine office and support tasks as needed. This is a short-term position, approximately 20 to 30 hours per week based on operational needs for approximately five months (July - November 2025). A flexible schedule during established business hours (8 a.m. to 5 p.m., Monday through Friday) can be accommodated, but some evening and weekend work will be required for election-related meetings or events. The City will use a hybrid process for the 2025 election that allows for mail-in or in-person voting starting September 5, 2025. Mail-in ballot applications will be available by mail, online, or in person at City Hall. Ballots can be returned by mail or placed in any of seven secure ballot boxes that will be located throughout the City. In-person voting will be held in one polling location, the Activity Center at Bohrer Park, with early voting taking place on Sunday, October 26, from 10 a.m. to 5 p.m., and on Election Day, Tuesday, November 4, from 7 a.m. to 8 p.m. Job Functions What you will do with us:

• Assist with election planning, operations, and follow-up and assist with and participate in election-related meetings, events, and public outreach opportunities as assigned.
• Assist with preparation and assembly of materials for Board of Supervisors of Elections meetings.
• Respond to public inquiries regarding the election process in person, by phone, by email, or by U.S. mail; assist with same day voter registration as needed.
• Assist with maintaining, updating, and ensuring accuracy of election and candidate information posted on the City website.
• Assist with preparation, distribution, and validation of candidate materials and with candidate training sessions.
• Assist with distribution, collection, processing, and validation of mail-in ballot applications and ballots.
• Interact with election candidates, officials, and the public in a professional and confidential manner.
• Coordinate with the election equipment vendor for use of election equipment; assist with logistics for in-person voting at the polling location, including delivery, setup, storage, and pickup of all election equipment.
• Proofread and check election materials, publications, policies, and procedures for accuracy, completeness, and compliance with local and State election laws.
• Assist with recruiting election officials needed to staff the polling place; assist with preparing training materials for and organizing and conducting required training sessions as needed.
• Perform data entry; conduct research; develop and prepare appropriate documents, reports, and statistics.
• Organize and maintain election materials, files, and records and ensure they are maintained safely and securely.
• Perform additional general administrative duties as needed.

Qualifications What you need to be considered:

• A positive customer-friendly attitude.
• Solid computer/data processing skills (Word, Excel, Outlook) and the ability to operate a variety of standard office equipment.
• Strong and effective administrative, organizational, interpersonal, communication (verbal and written), and customer service skills.
• Careful attention to detail and accuracy.
• Demonstrated ability to understand, follow, and carry out oral and written instructions and manage multiple tasks and responsibilities.
• Demonstrated ability to work effectively independently with minimal supervision and as part of the team.
• High school diploma or equivalent; some college coursework helpful.
• One year of office support experience; previous experience as an elections clerk or poll worker helpful but not required.
• Or any acceptable equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to satisfactorily perform job duties.

Additional Information Interested applicants must submit the following to be considered:

• A complete online application (supporting materials will not be accepted in lieu of a completed online application)
• Current Resume (attached to the online application) - Please highlight relevant paid or volunteer experience

Review of applications will begin immediately, so prompt application is highly encouraged. The position will remain open until filled; recruitment will close without notice when a sufficient number of qualified applications are received or all hiring decisions have been made.

The successful candidate will be subject to a background check and drug/alcohol screening. The City has established an alcohol-free, drug-free, and smoke-free workplace which applies to any person employed by, conducting business with, or applying for a position with the City. Each employee, as a condition of their employment, may be required to participate in pre-employment and reasonable suspicion testing. Employees classified as safety sensitive are also subject to immediate post accident and random testing.

For more information about the position, contact City Clerk Lia Jones at Lia.Jones@gaithersburgmd.gov or 240.805.1084. Questions regarding the online application process may be directed to the Department of Human Resources at hr@gaithersburgmd.gov or 301.258.6327.

This recruitment will establish an eligibility list which will be used to fill the current vacancy and may be used to fill other openings in this classification which occur in the next 6 months.

Information :

• Company : City of Gaithersburg
• Position : Elections Administrative Aide
• Location : Gaithersburg, MD
• Country : US