<p>Class Definition</p> <p>GENERAL STATEMENT OF DUTIES: To report directly to the Executive Director of the Agency. Prepare all meeting materials for Executive Director for the Board Meetings including the agenda, minutes, all documentation for agenda items. Post meetings on the Secretary of State's in conformance with the Open Meetings Act. Contact Board Members to ensure a quorum. Attend all Board Meetings and record minutes. Prepare the Annual Budget for the Agency to be presented to the Board for approval. Prepare quarterly reports for submittal to the Fiscal agents in the House of Representatives and Senate as well as the State Budget Office. Process all incoming invoices through RIFANS. Purchase all supplies for elections obtaining quotes in accordance with the purchasing requirements for the State of Rhode Island. Process all Payroll and HR duties for the agency including new hiring and benefit explanation. Have complete knowledge of Title 17 of the General Laws of Rhode Island.</p> <p>SUPERVISION RECEIVED: Reports directly to the Executive Director of the Agency, assists in carrying out the directives and policies established by the Board.</p> <p>Illustrative Examples of Work Performed</p> <p>Prepare and process payroll on State Mainframe for agency, post vacancy notices, process personnel documents and associated personnel tasks.</p> <p>Prepare and codify rules and regulations for the agency and post to the Secretary of State's Open Government.</p> <p>Responsible for completing Annual Financial Integrity and Accountability Report for Director's approval</p> <p>Prepare certification documentation for all elections and submit to the Secretary of State.</p> <p>Upon certification of elections, prepare election certificates for each elected official.</p> <p>Recruit seasonal employees for elections, prepare and submit applications and required documentation including BCI's and record and audit timesheets and process payroll.</p> <p>Oversee maintenance of office equipment (e.g. copies, fax machines) and reception area.</p> <p>Oversee office supplies; maintain inventory, order necessary office supplies and election materials as needed.</p> <p>Prepare weekly deposit for campaign finance and process journal entry.</p> <p>Answer incoming calls and be able to assist the public regarding voter registration deadline, mail ballot applications and deadlines, polling locations.</p> <p>Prepare and mail all correspondences from the Executive Director.</p> <p>Perform assorted administrative tasks, and clerical functions as may be assigned that include:</p> <ul> <li>Greeting and directing visitors </li><li>Opening and distributing mail </li><li>Maintain and update bulletin boards </li><li>Prepare and post notices, answer incoming phone calls </li><li>Respond to electronic inquires (email) </li><li>Scan and file correspondence and reports </li><li>Perform data entry and construct spreadsheets </li></ul> <p>To be able to work independently or as a member of the election division team.</p> <p>In addition to the regular duties of this position, the individual will perform such duties as may be assigned by the Board of Elections in addition to the regular duties of this position.</p> <p>Required Qualifications for Appointment</p> <p>KNOWLEDGE, SKILLS AND CAPACITIES: Must possess excellent written and oral communications skills, including public speaking; initiative and demonstrated organizational skills; ability to work independently or with staff developing, writing and implementing programs and projects; possess strong interpersonal skills including the ability to work effectively with superiors, agency personnel and the public; ability to coordinate multiple projects and work assignments; have a working knowledge of computer applications and other office equipment; familiarity with standard office procedures; possess word processing and spreadsheet development skills; ability to effectively problem-solve and related capacities and abilities.</p> <p>REQUIRED QUALIFICATIONS FOR APPOINTMENT:</p> <p>EDUCATION AND EXPERIENCE;</p> <p>Education: Such as may have been gained through; possession of a Bachelor's Degree from a college of recognized standing, and</p> <p>Experience: Such as may have been gained through; employment as business office experience with confidential information, multi-task capability, good public relations, Rules and Regulation promulgation, proficient in RIFANs and Budget preparation. ERP Training and familiar with Workday.</p> <p>Or, any combination of education and experience that shall be substantially equivalent to the above education and experience.</p> <p>For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.</p> <p>Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.</p> <p>Employer State of Rhode Island</p> <p>Address One Capitol Hill</p> <p>Providence, Rhode Island, 02908</p> <p>Website http://www.apply.ri.gov</p>