Deputy Clerk to the Board

Job Summary

Serves as Deputy Clerk to the County Board, assuming a portion of the duties of the Clerk to the Board by keeping an accurate record of its official proceedings and preserving all documents, including responsibility for managing the county's agenda review proceedings and resolutions process and being the system administrator of the agenda management software. This position also provides professional and technical program administration and support for the County Administrator and County Commissioners

Job Description

ESSENTIAL DUTIES

• Manages and drives development of the County Board, Community Health Board, and Regional Railroad Authority agenda process in conjunction with the County Administrator, division directors, and department managers.  
• Prepares and distributes the official proceedings (minutes) and resolutions for all County Board, Board of Equalization, Community Health Board, and Regional Railroad Authority meetings. Orally presents relevant information as requested at these meetings. 
• Provides system administration of the agenda management software.     
• Provides training and assists individuals both inside and outside of the organization with all aspects of the Board process, including development of Requests for Board Actions, Resolutions, and Board presentations.  
• Plans and implements strategies to increase efficiency and effectiveness of the County Board agenda process and internal/external access to information.  
• Ensures readiness of audio/visual (A/V) needs for Board meetings and serves as technical expert for A/V equipment during County Board and other county meetings. Provides live streaming and recording for on demand viewing of County Board and Commission meetings. 
• Maintains web pages associated with the County Board's activities to include: creating and/or editing web content, entering all Boards-related content into the web/content management system, and maintaining/facilitating the retrieval of those documents.  
• Performs professional and technical program administration and support for the County Administrator and County Commissioners.  
• Manages the process for adoption of County Ordinances, including updates and website maintenance.   
• Conducts special projects in support of County Board priorities, for individual Commissioners, the County Administrator, and division directors as assigned. 
• Conducts research independently in response to County Commissioner requests or comments in conjunction with the County Administrator and other staff resources on project proposals; identifies appropriate information necessary to address issues; gathers, analyzes, and assembles information into complete, concise reports.  
• Works directly with and maintains a close liaison with County Commissioners and other Scott County elected officials, the County Administrator, division directors, department managers, other county staff, city, and township officials in fulfillment of the duties and responsibilities of the position.  
• Acts on behalf of County Commissioners and the County Administrator in investigating inquiries and complaints received from interested parties and individuals and provides other support and assistance as needed; acts on behalf of the Administrative Office Supervisor during his/her absence.  
• Performs tasks of a confidential nature on behalf of the Administrative Office Supervisor, the County Administrator, Division Directors, and the County Commissioners as directed. Attends confidential Board meetings including attorney-client and closed labor meetings.  
• Manages the New Employee Welcome Session process, including scheduling, preparation of presentations, and technology needs.  
• Provides general accounting, which includes invoicing, bill payment, and collection practices, for the County Administration Office.
• Manages the planning and coordinating of a wide variety of public or community relations activities and events.   
• Works the hours and/or shifts assigned and begins and ends work on time. 
• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS

Requires equivalency of an Associate’s Degree and three years' experience working with a governing board, office management, or in business writing and communications. Technical skills are required. The incumbent shall provide a valid driver's license and a reliable means of transportation for the performance of work responsibilities. 

SUPERVISORY CONTROLS

The employee is under the general supervision of the Administrative Office Supervisor and County Administrator (Clerk to the Board). With considerable allowance for independent judgment, work is performed according to established procedures and supervisor consultation for difficult or unusual problems as they occur.

CORE COMPETENCIES AND ABILITIES

Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of the function and organization of county government.
 
Knowledge of intergovernmental relationships including counties, cities, and townships.

Knowledge of the laws, rules, and regulations governing County Board proceedings.

Knowledge of the principles, practices, and procedures of office operations management.
 
Knowledge of the County Board’s goal, vision, mission, and strategic plan.

Knowledge of effective communication media, tools, and practices.
 
Knowledge of the concepts and practices of public administration.
 
Knowledge of policy, procedure, and process as related to public sector issues.
 
Abilities – Ability to organize and disseminate information.
 
Ability to manage multiple priorities and tasks in a deadline driven environment.

Ability to work under the pressure of time constraints and frequent interruptions.
 
Ability to meet and get others to meet strict deadlines.

Ability to maintain quality workmanship and calm attitude under pressure of strict deadlines.
 
Ability to establish and maintain effective working relationships with elected and appointed county staff, staff from other governmental agencies, and the public.
 
Ability to anticipate the needs of Board members and respond accordingly.
 
Ability to independently coordinate and manage special projects.

Ability to analyze, recommend, and implement process improvements.

Ability to analyze facts and exercise sound judgment in arriving at conclusions for action.
 
Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.
 
Ability to use a variety of software platforms and databases and adapt to updates.
 
Ability to use appropriate discretion in dealing with matters of a confidential nature.
 

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. Some travel is required. Workload is often deadline driven requiring one to manage multiple tasks simultaneously. Evening and weekend work may be required in support of meetings, events, and activities.
 
Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.