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HomeMy WebLinkAboutClerk of the Board JEFFERSON COUNTY Job Description Position: CLERK OF THE BOARD OF COUNTY COMMISSIONERS Department: Commissioners/County Administrator FLSA: Exempt-Administrative Annual Hours Worked: 2080 UNION: Exempt(Confidential) Exempt Salary System Grade: 17 Approved: July 2020 2 - L 1.0 MAJOR FUNCTION AND PURPOSE: 1.1 Persons in this position are responsible for organizing, planning, managing, and directing all activities of the Commissioners' Office. The Clerk serves the Board of County Commissioners, and the County Administrator. This position sets the budget for the Commissioners' Office, supervises the staff, and oversees the administrative operations of the Veterans Relief Program, Risk Management, Civil Service Commission, and the Board of Equalization. The role of the Clerk of the Board is defined in the RCW (See RCW 36.32.110, RCW 36.32.140, RCW 5.44.070, RCW 36.22.020, and more specifically in Jefferson County, by Resolution 127-92 and the Jefferson County Personnel Policy. 2.0 SUPERVISION RECEIVED: 2.1 Persons in this position are given significant discretion, within the scope of policy and regulations, in the performance of their duties; supervision and guidance are received from the elected Board of County Commissioners and the County Administrator. The Clerk makes determinations and has authority to close or postpone official meetings of the elected Board of County Commissioners in their absence. 3.0 SUPERVISION EXERCISED: 3.1 Supervise secretarial and administrative support staff and clerk hire positions, as needed, to carry out the functions of the Commissioners' and County Administrator's offices; carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, making final recommendations on hiring and firing; training employees; planning, assigning, and directing work; and appraising employee performance. 4.0 SPECIFIC DUTIES AND RESPONSIBILITIES: 4.1 Manage, direct and supervise the setting of the Board of County Commissioners' weekly meeting agenda, schedule appointments, record meetings and prepare minutes of proceedings and determinations of the Board of County Commissioners. Serve as custodian of the record of proceedings and official records; insure the preservation of official documents, transactions and other information through microfilm, a document imaging system or other means for the public record. Manage the filing and retrieval of documents for public inspection and copying. Attend all official public meetings/hearings of the Board of County Commissioners. Assure that required procedures are complied with by the Board members in accordance with the Open Public Meetings Act. Assure that required procedures are followed in setting meetings, executive sessions, and hearings and that required public notice is given. Screen mail, electronic mail, and phone messages in quasi-judicial matters. 4.2 Supervise support staff that assist in the performance of the above duties. Direct the operations of the Commissioners' Office including secretarial support for each member of the Board of County Commissioners, and the County Administrator, the Veterans Services Officers Association, the Risk Management Committee, the Board of Equalization, and the Civil Service Commission. Jefferson County Job Description: Clerk of the Board Page 2 of 5 4.3 Prepare, manage and supervise the budgets for the Commissioners' Office and County Administrator's Office, including but not limited to: Non-Departmental, Operating Transfers, Risk Management, Veterans Relief Program, Board of Equalization and Civil Service Commission. 4.4 Responsible to discern, within areas of responsibility, when an issue, activity, or problem requires the development of a policy to provide a clear understanding of the County's or Board of County Commissioners position on such issue, activity or problem. Develop draft policy and coordinate input from employees, department directors, elected officials and the public as necessary. Make changes and present to Commissioners for final approval/adoption. Assure all departments are made aware of policy and answer questions, determine proper interpretation, if necessary, and recommend changes to policy as required on an on-going basis. 4.5 The Clerk of the Board is a direct link between the Board of County Commissioners and other elected officials, department directors, citizens, community groups, and other city, county, state and federal agencies. Responsible for responding to calls, questions, mail, etc. about government and community services at all levels. 4.6 Assure timely orientation of new subordinates and the progressive training of all subordinates. Recommend or initiate personnel actions such as promotion, transfer, discharge, hiring and performance review. Maintain harmony among workers and solve grievances as they occur. 4.7 Plan, organize and supervise work activities of assigned secretarial and administrative employees of lower classification. Determine work procedures, prepare work schedules, and expedite work flow; issue written and oral instruction; review and verify work for accuracy, timeliness, proper documentation, completeness, neatness and conformance to policies and procedures. 4.8 Analyze, organize, supervise and perform activities related to office operations and procedures such as bookkeeping, personnel record keeping,preparation of payroll forms and timesheets, filing, typing, supply requisition and handling of money. Independently design, develop, and install new or improved routines, systems or methods to increase the effectiveness and efficiency of office operations. 4.9 Research, prepare and compose letters, reports, notifications, documents, memos and other materials of an important or confidential nature on own initiative or from brief instruction or notes and may prepare technical documents. 4.10 Research material and conduct analyses to provide background material and recommendations to superiors regarding policy formation, budgets and other matters of similar importance and complexity. Prepare departmental administrative reports for submission to the Board of County Commissioners, outside agencies or the public, as required or authorized. 4.11 Review various actions for applicable foundation in RCW or WAC. 4.12 Perform other tasks and duties as directed. 5.0 COMPETENCY: To perform the job successfully an individual should demonstrate competence in the following areas: 5.1 Technical Skills - Assess own strengths and weaknesses; Pursue training and development opportunities; Strive to continuously build knowledge and skills; Share expertise with others. Jefferson County Job Description: Clerk of the Board Page 3 of 5 5.2 Customer Service - Manage difficult or emotional customer situations; Respond to requests for service and assistance; Meet commitments. 5.3 Interpersonal Skills - Focus on solving conflict, not blaming; Maintain confidentiality; Listen to others without interrupting; Keep emotions under control. 5.4 Oral Communication- Speak clearly and persuasively in positive or negative situations; listen and get clarification; Respond well to questions; Demonstrate group presentation skills; Participate in meetings. 5.5 Written Communication- Write clearly and informatively; Edit work for spelling and grammar; Vary writing style to meet needs; Present numerical data effectively; Ability to read and interpret written information. 5.6 Delegation - Delegate work assignments; Match the responsibility to the person; Set expectations and monitor delegated activities. 5.7 Managing People - Ability to plan staffing, make decisions, facilitate and process improvements; Take responsibility for subordinates' activities; Be available to staff; Develop subordinates' skills and encourage growth; Solicit and apply customer feedback (internal and external). 5.8 Quality Management- Improve processes,products and services; Demonstrate accuracy and thoroughness. 5.9 Diversity - Demonstrate knowledge of Equal Employment Opportunity policy; Show respect and sensitivity for cultural differences; promote a harassment-free environment. 5.10 Ethics - Treat people with respect; keep commitments; inspire the trust of others; work with integrity and ethically; uphold organizational values. 5.11 Organizational Support- Follow policies and procedures; Complete administrative tasks correctly and on time; support organizations goals and values. 5.12 Judgment - Exhibit sound and accurate judgment; Support and explain reasoning for decisions; Include appropriate people in decision-making process; Make timely decisions. 5.13 Planning/Organizing - Prioritize and plan work activities; Use time efficiently; Plan for additional resources; Set goals and objectives: Organize and direct staff and their tasks; Develop realistic action plans. 5.14 Professionalism - Approach others in a tactful manner; React well under pressure; Treat others with respect and consideration regardless of their status or position; Accept responsibility for own actions; Follow through on commitments. 5.15 Quality- Demonstrate accuracy and thoroughness; Apply feedback to improve performance; Monitor own work to ensure quality. 5.16 Quantity- Meet productivity standards; Complete work in timely manner; Work quickly. Jefferson County Job Description: Clerk of the Board Page 4 of 5 5.17 Safety and Security- Observe safety and security procedures; Determine appropriate action beyond guidelines; Report potentially unsafe conditions; Use equipment and materials properly. 5.18 Adaptability - Adapt to changes in the work environment; Manage competing demands; Change approach or method to best fit the situation; Ability to deal with frequent change, delays or unexpected events. 5.19 Attendance/Punctuality - Is consistently at work and on time; Ensure work responsibilities are covered when absent; Arrive at meetings and appointments on time. 5.20 Dependability - Follow instructions and respond to management direction; Takes responsibility for own actions; Keep commitments; Commit to long hours of work when necessary to reach goals; Complete tasks on time or notify the appropriate individual with an alternate plan. 5.21 Initiative - Volunteer readily; Seek increased responsibilities; Look for and take advantage of opportunities; Ask for and offer help when needed. 5.22 Innovation - Generate suggestions for improving work. 6.0 REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: 6.1 Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations; ability to write reports, business correspondence and procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. 6.2 Ability to work with mathematical concepts and to apply concepts such as fractions,percentages, ratios and proportions to practical situations. 6.3 Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. 6.4 Knowledge of records management, the RCWs, WACs, County resolutions, ordinances and policies, the organization of County government, BARS accounting and the duties and responsibilities of the Veterans Service Officers, the Civil Service Commission, and the Board of Equalization. 6.5 Must be able to utilize recording and related equipment necessary to perform required duties. 6.6 Ability to use a typewriter, 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. 6.7 Demonstrated successful supervisory and managerial experience is preferred. Implement and maintain sound organizational practices. 6.8 Maintain a high standard for accuracy, completeness and efficiency in the preparation of reports and budgets. Must be independent and self-motivated to complete required deadlines while simultaneously completing other tasks. Jefferson County Job Description: Clerk of the Board Page 5 of 5 7.0 MINIMUM QUALIFICATIONS: 7.1 Associate's degree (AA) or equivalent from two-year college or technical school in accounting or general business field; or five (5) years of related experience and/or training in legal, financial or general business curriculum including or supplemented by a minimum of five (5) years experience in progressively responsible positions in a municipal office, including one (1) year of supervisory or lead experience and designation as a Certified Municipal Clerk through the International Institute of Municipal Clerks or ability to obtain CMC designation within five (5) years of hire date; or equivalent combination of education and experience. 7.2 Ability to successfully complete and maintain various required training classes and obtain certificates such as designation of Certified Municipal Clerk (CMC), which are necessary for functional skills performance, maintenance and improvement. 7.3 Valid Washington State Driver's License with a driving record free of serious or frequent violations and ability to maintain a valid license. 7.4 Must pass a Criminal History check which may include being fingerprinted; must be bondable. 7.5 Ability to obtain and maintain a Notary Public Appointment Certificate. 8.0 DESIRABLE QUALIFICATIONS AND ABILITIES: 8.1 Familiarity with tools, instruments, equipment and techniques commonly used in the performance of related tasks. 8.2 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 and professional manner. 8.3 Understand the need and be able to maintain confidentiality of sensitive information. 8.4 Assure efficient and effective utilization of volunteers and department personnel funds, materials, facilities and time. 9.0 WORK ENVIRONMENT 9.1 Work is primarily performed in the office, but also requires driving to meetings. Attendance at meetings may require working evening hours. 9.2 While performing the duties of this job the employee is regularly required to talk and hear; stand, walk, sit, use hands to finger, handle or feel objects,tools or controls. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision requirements include: close vision, distance vision, color vision, peripheral vision, depth perception, night vision, the ability to read small print and the ability to adjust focus. 9.3 The noise level in the work environment is usually moderate. 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.