Government Elections & Recruitment Assistant

Government Elections & Recruitment Student Assistant

The Government Elections & Recruitment Student Assistant is responsible for performing various clerical duties and administrative tasks to assist the Government Affairs staff in support of the efficient and effective operation of the student government elections and office. This position serves as a primary point of contact for ASI Elections and involvement opportunities for students and staff visitors alike.

Essential Duties And Responsibilities:

1. Ensures the efficient administration of all elections activities of the Associated Students including the elections calendar, revising the Elections Handbook, processing campaign violation petitions, coordinating elections candidate meetings, and coordinating elections events such as Elections Kickoff, Coffee with the Candidates, Executive Officer Debate, and the Elections Reveal.
2. Becomes familiar with leadership positions and opportunities within student government. Answers questions about open positions and provides job descriptions and applications to students. Ensures that submitted applications are properly recorded and forwarded to the Director, Government Affairs & Initiatives. Assists the Director in maintaining contact with applicants.
3. Ensures proper and effective marketing and promotion of ASI Elections application period, events, and voting period.
4. Educates candidates on the Elections Handbook and serves as a resource for them during the elections cycle. Processes all required candidate forms and maintains accurate records. Enrolls all approved administrative rules and regulations and publicizes them to the campus community
5. Outreach to student organizations, college councils, residence hall associations, departments and faculty about running for office and voting. Recruits and works with volunteers and Beach Team to organize participation in election events.
6. Under the direction from the Board Administrator, serves as the Recording Secretary for ASI governing boards and its sub-boards and committees. Drafts minutes of board meetings for review by staff, student leaders, and/or the executive director.
7. Prepares memoranda, forms, labels, and other documents with accuracy and attention to detail. Maintains general office files.
8. Works cooperatively with ASI staff to plan and implement corporate student programs, student government retreats, and/or training sessions, as needed.
9. Supports student government's involvement in Week of Welcome, Smorgasport, Homecoming, and other student programming, as needed.
10. Helps to create and maintain an appealing and professional work environment by maintaining neat and orderly work areas. Ensures the government office is kept in presentable condition.
11. Operates standard office equipment including fax and copy machines, computers, printers, shredders, etc. Maintains supplies of paper in office machines. Learns to troubleshoot and clear paper jams in photocopier. Contacts photocopier repair for service when necessary. Prepares monthly reports of copy machine usage.
12. Supports in the management of schedules and calendars for the student body Executive Officers. Supports in coordinating meetings and other special events on behalf of the Executive Officers. Maintains records of when appointments have been filled or canceled.
13. Creates and routinely updates bulletin board displays to keep students and others aware of current ASI activities, programs, and functions.
14. Develops a working knowledge of policies and organization of ASI and the university to serve as a resource to visiting students and staff. Keeps abreast of ASI activities to respond effectively to inquiries. Refers more difficult questions to appropriate students and/or staff when necessary.
15. Answers telephone calls, greets visitors, and responds to inquiries in a courteous and professional manner in support of the Board Administrator. Acts as the main office contact during daily operational hours. Assists the Board Administrator as determined necessary by that person.

16. Other duties as assigned, reasonably within the scope of the job

Minimum Qualifications

Education and/or Experience

Minimum or no previous work experience necessary. CSULB student enrolled in 6 or more units and maintained cumulative GPA of 2.0. Previous clerical experience in an office environment preferred.

Knowledge and Abilities

Working knowledge of office methods; ability to operate standard office equipment; proficiency in Microsoft Word and Excel; ability to work independently; must possess good verbal, written, and organizational skills; ability to interpret verbal and written instructions; ability to analyze situations and respond in an appropriate manner. Must possess strong interpersonal communication skills and demonstrate a positive attitude toward helping others.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit a at a desk or computer workstation and use hands and fingers to key data, sort documents, and file paperwork. The employee is frequently required to stand and be able to communicate effectively with others. The employee is occasionally required to walk to other offices within the building and around the campus. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

Work Environment

The noise level in the work environment is usually moderate.

Note: This is a union position. Please contact Human Resources with questions.