Expressions of Interest (EoI) are invited from people interested in working at a returning officer’s office during the election period at the State By-elections to be held on Saturday 18 October 2008.

The By-elections are for the State Electoral Districts of Cabramatta, Lakemba, Port Macquarie, Ryde only.

If you are interested in an office assistant position, register your interest online. Acknowledgement of your EoI will be by email or SMS if you provide these contact details.

Successful applicants will be contacted by the returning officer in September.

Office assistant (OA)

Purpose of the position

OAs are employed by the returning officer at the time of an election to assist in the successful and professional conduct of the election. OAs are responsible for the provision of administrative and clerical support to the returning officer and to contribute to the efficient operations of the office throughout the period of the election. OAs are employed to undertake the following tasks: provide administrative and clerical support; answer enquiries; data entry assistance; book and confirm polling places; offer and employ polling place staff; issue votes; pack materials; count ballot papers and assist with close of the ROs office at the completion of the election.

Key accountabilities

• Provide administrative and clerical support to returning officer.
• Respond to enquiries from the public and other stakeholders and supply general information relating to aspects of the election process.
• Confirm polling place arrangements.
• Process postal vote applications and postal vote certificates.
• Issue pre-poll votes.
• Pack polling place materials for distribution to polling place managers.
• Visit Declared Institutions to issue votes.
• Data entry into Election Management Application (EMA).
• Count ballot papers.
• Pack up office and associated materials.
• Be committed to facilitating accessibility requirements of electors with a disability.
• Be aware of and comply with occupational health and safety policy and practices and contribute to the identification and control of occupational health and safety risks and/or hazards in the workplace.
• Maintain an awareness of EEO policies and an understanding of cultural diversity and a commitment to ethical conduct and standards of practice.

Challenges/problem solving

• Provide a diverse range of administrative and clerical support services in a highly complex mission critical environment.
• Balance a number of competing tasks that must be completed with a high degree of accuracy within strict timeframes.
• Consistently achieve a high level of customer service, while responding to enquiries from the public and stakeholders from diverse backgrounds.
• Keep the NSWEC EMA database up-to-date and ensure all information is entered consistently and accurately.
• Comply in a professional manner with requirements and procedures as set down by the NSWEC.
• Communicate effectively with staff at all levels.
• Maintain confidentiality and discretion.

Decision making

The position works under the direction of the returning officer in accordance with established procedures as set down by the NSWEC. The position holder must exercise sound judgement in relation to the confidential and sensitive treatment of information. Decisions and complex problems that have the potential to impact on the office and/or the electoral process should be referred to the returning officer.

Knowledge, skills and experience

• Experience in working in an office environment.
• Versatility to enable provision of assistance across a broad range of clerical and administrative areas.
• Ability to coordinate tasks and meet strict deadlines in a high volume, mission critical environment.
• Good computer skills and experience in the use of internet, intranet and email. Word processing and spreadsheet software skills may be desirable in some applicants.
• Commitment to customer focus and strong customer service and communication skills.
• Ability to undertake tasks quickly and accurately, work independently with minimum supervision and yet be able to operate as a team member on specified tasks.
• Fluency in a language other than English which may be particular to the demographic make up of the council area would be desirable where applicable.
• Should be on the electoral roll, or eligible to be enrolled.
• Knowledge and/or commitment to Equal Employment Opportunity (EEO) principles and practices, Occupational Health Safety and Rehabilitation (OHS&R), Ethnic Affairs Priority Statement (EAPS) and ethical practice (NSWEC Code of Conduct).

Office assistants are engaged on a casual basis and paid the following rates per hour:

Monday to Friday - $20.67
Saturday - $30.20
Sunday - $34.97
Meal money - $21.90 is paid if required to work nine or more hours, finish is 6 pm or later, and a 30 minute break is taken.
Mileage allowance for use of your motor vehicle, for work related purposes only, may be payable.

For enquiries, phone 1300 135 736 and follow the prompts to employment.

Positions available on a State election day.

Register my interest.