Loading...
HomeMy WebLinkAboutDeputy Clerk of the Board JEFFERSON COUNTY Job Description Job Title: Deputy Clerk of the Board Department: Commissioners/County Administrator Reports To: Clerk of the Board FSLA Exempt: No Union: Exempt-Confidential BBP: No HIPPA: Level 4 Salary Level: DCOB Location: Courthouse Approved By: Human Resources Manager F'� -[ Approved Date: October 2020 SUMMARY: Performs a variety of complex duties associated with administrative support, and office administration. Handles a variety of confidential documents and correspondence and performs administrative work for elected and appointed executives of the County by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned: Acts for the Clerk of the Board by attending meetings and/or hearings of the Board of County Commissioners to record official actions and significant elements of discussion. (See RCW 36.32.110, RCW 36.32.140, RCW 5.44.070, RCW 36.22.020). Takes dictation by machine, as required, and transcribes notes on computer, or transcribes from voice. Prepares final draft of official record (Minutes) of Commissioner meetings for submission and approval by the Board of County Commissioners. Prepares and uploads electronic meeting video and audio immediately following each regular Commissioner meeting. Assists the Clerk of the Board with the day-to-day operations of the Department, and with the management of the budgets for the Commissioners' Office and County Administrator's Office, including, but not limited to, the Public Services Division, Non-Departmental, Operating Transfers, and the Veterans' Relief Fund. Researches, composes and/or prepares correspondence, reports, documents, notifications and memos, using judgment and inserting own contents as authorized and required. Requires the knowledge of selection and use of specialized formats. Prepares legal notices for publication and official materials relating to public hearings and meeting notices. Interviews persons to compile technical information for departmental use. Posts data and other records according to standard procedures. May compile simple reports from such records. Reviews and prepares for payment all office invoices, expense vouchers, etc., and Jefferson County Job Description: Deputy Clerk of the Board Page 2 of 6 inputs into computer. Responsible for maintenance and monthly reconciliation of all checking accounts. Assists with personnel functions of the department including maintaining employment records. Responsible for maintenance and monthly reconciliation of the Veterans' Relief Fund. Oversees the Veterans' Relief Fund budget and reports on the fund to the County Administrator and the Services Officers' Association. Works closely with the Service Officers and schedules appointments for applicants with the Service Officers to ensure timely consideration of applications, and payment of property authorized vouchers. Serves as Secretary to the Veteran's Service Officers' Association and schedules, attends and prepares minutes of meetings. Indexes and files correspondence, reports and other material which may already be classified or easily classified in an administrative system (alphabetical, chronological, etc.). Works with the Clerk of the Board and the Records Manager to assure that record keeping systems are maintained and updated as necessary. Arranges travel schedules and reservations for department personnel. Arranges and coordinates meetings, facilities and necessary equipment for meetings. Schedules, attends and prepares minutes of meeting held at and away from worksite. Assists in the planning and developing of methods, layouts, arrangements, filing systems and other details of the administrative functions of the Department as directed or requested. Coordinates training classes for employees by contacting and making arrangements with instructors and maintains records of mandatory training attended by employees. Submits information on internet interface for background checks on potential employees and notifies the Department designee of the outcome in a timely manner. Processes Public Records Requests received by the County. Researches information and documents stored in various formats and responds to Pubic Records Requests within required timeframes. Performs a variety of duties associated with special projects including but not limited to research, arrangements, notification and coordination with other entities for special events. Provides secretarial and administrative support to the County Commissioners, County Administrator, Service Officers' Association and Clerk of the Board. Cross-trains and provides back-up for the duties of other positions in the department, including the Executive Secretary I and II, Executive Assistant and Clerk of the Board. Performs as a receptionist as required. Greets visitors or applicants in person or over the telephone, ascertains individual's need, and provides information when requested or routes calls as necessary. Attend conferences, seminars and staff meetings as required Performs other duties as assigned or required. Jefferson County Job Description: Deputy Clerk of the Board Page 3 of 6 SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities. This position may be required to give functional and technical guidance to subordinate personnel. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support- Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values. Judgment - Displays willingness to make decisions; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing -Uses time efficiently. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality - Demonstrates accuracy and thoroughness. Quantity - Meets productivity standards; Completes work in timely manner. Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: Must possess professional attitude in working with the public and other employees. Ability to organize, acquire resources and prioritize activities to meet deadlines; must be self- motivated to complete required deadlines while simultaneously completing other tasks. Jefferson County Job Description: Deputy Clerk of the Board Page 4 of 6 Ability to maintain a high standard for accuracy, completeness and efficiency in preparation of department information, budgets and personnel records. Ability to work independently in a high-pressure environment. Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations and relate to various personality styles in a calm, professional manner. Ability to follow policies and procedures of the organization and support the organization's goals and values. Ability to maintain confidentiality of sensitive and confidential information. Ability to use a typewriter, computer terminal, personal computer and software, calculator and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. Knowledge of computers and skill in using word processing, spreadsheets and other software programs used in the operation of the department. Ability to stay current on all computer upgrades and procedural changes in the hardware and software. Knowledge of state and federal laws, County ordinances and policies and regulations affecting the delivery of service. MINIMUM QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. EDUCATION AND/OR EXPERIENCE: Associates Degree (AA) or equivalent in legal science, accounting or general business field, and five (5) years of related experience in progressively responsible positions in the legal, financial or general business curriculum field, and designation as a Certified Municipal Clerk(CMC) through the International Institute of Municipal Clerks or ability to obtain CMC designation within five (5) years of hire date. OR Seven (7) years working in progressively responsible positions in municipal government, and designation as a Certified Municipal Clerk(CMC)through the International Institute of Municipal Clerks or ability to obtain CMC designation within five (5) years of hire. OR Jefferson County Job Description: Deputy Clerk of the Board Page 5 of 6 Equivalent combination of education and experience, and designation as a Certified Municipal Clerk (CMC)through the International Institute of Municipal Clerks or ability to obtain CMC designation within five (5) years of hire. LANGUAGE SKILLS: Ability to read and interpret documents such as laws, regulations, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and correspondence. Ability to speak effectively before constituents, groups of customers or employees of the organization. MATHMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. REASONING ABILITY: Ability to apply common sense understanding to carryout instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES, LICENSES, REGISTRATIONS: Valid Washington State Driver's License. Ability to successfully complete various required training classes and obtain and maintain certification as a designated Certified Municipal Clerk which is necessary for functional skills performance, maintenance and improvement. Ability to obtain and maintain a Notary Public Appointment Certificate. Must pass a Criminal History check. PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools or controls and talk or hear. The employee is frequently required to stand, walk, sit and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER: Jefferson County Job Description: Deputy Clerk of the Board Page 6 of 6 This position is not part of a career ladder. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.