Deputy County Clerk/Assistant Records Officer

Qualifications

• Associate's Degree in Public Administration, Business Management, Legal Studies or a related field; Bachelor's Degree preferred
• Experience in government administration, records management, or related administrative support roles with two or more years of professional experience; knowledge of county and departmental policies and procedures
• Ability to obtain and maintain required certifications, including Certified County Clerk and Notary Public credentials
• Knowledge of county government and records management principles, minutes preparation and documentation management
• Knowledge of modern office practices and procedures; knowledge of computers and job-related software programs
• Skill in organizing and maintaining complex records; skill in communication and collaborating with officials and the public
• Skill in effective communication with department heads, elected and appointed officials and the general public
• Must have a high level of interpersonal skills to handle confidential situations and documents
• Must be detailed orientated and able to meet tight deadlines

Essential Duties and Responsibilities

• Assists the County Clerk in keeping up-to-date information on all County Board and Commission appointments and advertisements as well as the preparation of letters of appointment, reappointment and appreciation
• Prepares agenda of actions following public hearings, workshop meetings, special called meetings and executive sessions according to state law; notifies each department of official action taken; prepares and sends public notices to media and staff
• Posts agendas, minutes and public notices on County website and other locations in accordance with state law; transcribes minutes for Board of Commissioners meetings, Executive Session meetings and Budget meetings
• Prepares and schedules agenda items for the meetings; ensures all supporting documentation is assembled
• Records all resolutions, ordinances and proclamations approved by the Board and maintains master list; maintains and files original resolutions and ordinances in Commissioners Office and records with the Municipal Code Corporation
• Drafts proclamations for presentation; indexes minutes, resolution and ordinance books; notarizes and certifies documents
• Assists with managing digital filing system and other software programs in association with Clerk duties
• Handles conference registrations, scheduling and travel arrangements as necessary; provides support in the preparation and administration of assigned department budget
• Serves as Assistant Timekeeper for the Board of Commissioners Office; sets up public meeting room for meetings; assists with scheduling the use of conference rooms
• Disseminates documents approved by the Board to proper departments and agencies; ensures documents are made official attachment to the appropriate minutes
• Responds to inquiries from County Commissioners, County Manager, County Attorney, department heads, citizens, media and other officials for information, documents, materials and data requested
• Prepares, assembles and submits credit card reconciliations to the Finance Department; processes purchase orders
• Performs all other related duties as assigned