Office Assistant (OA)

Position Description EL.164

Position details

Position Title: Office Assistant (OA)
Reports to: Returning Officer (RO)
Location: Various locations throughout the State

Primary Purpose of the Position

Office Assistants (OAs) are responsible for the provision of administrative, clerical and computer support to the Returning Officer (RO) and Senior Office Assistant (SOA) where required.

Duties include:

  • assisting in face to face customer service and telephone enquiries;
  • completing keyboard and data entry to computerised election administration systems;
  • confirming polling place bookings and facilities;
  • undertaking early voting activities prior to election day;
  • packing/checking of election materials;
  • check counting and sorting ballot papers;
  • receipting and inputting of results;
  • assisting in the scrutiny and sort of declaration votes. if applicable; and
  • assisting in the packing up of the office and associated material.

OAs are required to read the standard operating procedures, undertake and successfully complete on the job training.

You must be an enrolled elector to be offered employment as an Office Assistant.

Key challenges

  • The OA assists the RO and SOA in the conduct of an election with many tasks required to take place concurrently to a strict timetable.
  • All training/manuals will be provided, and all procedures therein must be strictly followed.
  • Maintain the security of ballot papers and electoral rolls/personal data and information.
  • Correct completion of forms and returns to account for ballot papers is critical.
  • Consistent and accurate information to elector/scrutineer enquiries is essential.
  • Some manual handling tasks involving bending, sorting and lifting are required, with reasonable adjustment to be made, if required, after discussion with your RO.

Selection criteria

You should demonstrate skills and experience in the areas listed below.

1. Customer Service and Communication Skills

Your ability to understand and convey information in a clear, accurate and respectful manner to people of diverse backgrounds.

2. Ability to Work in a Team Environment

Your ability to take or give direction, and work co-operatively towards a common goal and deadline.

3. Accuracy in the Completion of Administrative and Numerical Tasks within a Time Constraint

Your ability in administrative, keyboard/computer, clerical and numerical tasks where accuracy and timely completion is important.