Deputy Clerk to the Board

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S.
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Job Description Performs administrative duties by answering the phones and greeting customers in the County Manager’s Office; assisting the Clerk to the Board of Commissioners in all regards from preparing for and setting up meetings and events to resolving issues during the meetings and events to following up on matters afterward; managing the database and documentation for specified board and committees; updating the website and coordinating other tasks as detailed below.
Work is performed under the direction of the Clerk to the Board of Commissioners.
Essential Functions Administrative Duties Answers the main telephone and greets customers in the County Manager’s Office.
Oversees the front desk.
Purchases office supplies within the County Manager or Governing Board budgets.
Coordinates the maintenance of office equipment (i.
e.
requesting copy machine service, entering IT tickets).
Manages internal room reservations (i.
e.
County Manager’s Office, West Wing Conference Room, Dunlap Classroom and Performance Building).
Aids Staff with any special projects or correspondence (i.
e.
assembling budget and capital improvement program booklets, ordering frames for awards or certificates, running quarterly copier reports).
Helps prepare and organize meetings, classes, or events.
Designs, implements, and manages spreadsheets to record data for the County Manager’s Office or Governing Board (i.
e.
evaluations of Leadership Academy courses, evaluations of the Citizen’s College).
Board of Commissioner Duties Manages the logistics for Board of Commissioners evening meetings (i.
e.
location, technology, equipment, food) Prepares for Board of Commissioners meetings by assembling and finalizing agendas; acquiring all documentation for and distributing to commissioners; posting the agenda on the website and maintaining the list of citizens who sign-up for public input sessions.
Notifies the public of all Board of Commissioners meetings and events via e-notify, new posts and legal ads.
Assists the Clerk with the set-up of Board of Commissioners meetings, throughout the meeting with the technology, or other demands and afterwards on items that need follow-up.
Prepares the minutes for Board of Commissioners meetings as needed.
Serves as the Clerk to the Board of Commissioners in the absence of the Clerk.
Maintains accurate documentation and administers the advisory boards and committees’ program.
Serves as a liaison between the Board of Commissioners and chairs of boards and committees.
Updates information on website regarding Board of Commissioners and the boards and committees.
Scans public record documents and saves audio files for back-up storage and easy access.
Other Duties Interacts with the press to direct them to the appropriate point of contact within the county.
Manages simple public record requests for the Board of Commissioners or County Manager’s Office.
Establishes working relationships with employees, officials, vendors, contractors, and the public.
Performs other duties as assigned.
Minimum Qualifications An associate degree in business administration, public administration, communications, or English is required; a bachelor’s degree is preferred; at least 4 years of progressively responsible administrative experience; considerable experience in an administrative support role preferably in a government office or an equivalent combination of education and experience.
Knowledge, Skills, and Abilities Skilled in customer service, both internal and external; General understanding of the functions and organization of county government; Thorough knowledge of standard office procedures, practices and equipment; General understanding of state and local laws and statues; General understanding of the rules of order as related to public hearings; General understanding of the county codes and ordinances; Skilled in the use of computers, software systems like Microsoft Office, hardware and other equipment such as speakers, cameras, lights, etc; Skilled in organization, in being detail orientated and in multi-tasking; Ability to take an oath of office and administer the oath of office to elected and appointed county officials; Ability to be a self-starter and take initiative on projects; Ability to communicate ideas effectively both orally and in writing; Ability to gather and analyze facts on a variety of matters to assemble and present reports; Ability to remain calm in difficult, occasionally political, situations and Ability to establish and maintain effective working relationships with county employees, officials, vendors, contractors, and the public.
Physical Requirements This work requires the regular exertion of up to 10 pounds of force and the frequent exertion of up to 25 pounds of force; work regularly requires speaking, hearing, sitting, standing, walking, climbing, stooping, kneeling, crouching, reaching with hands and arms, pushing, pulling and lifting; work has standard vision requirements; work requires vocal communication to express or exchange ideas orally; work requires hearing to perceive information at normal spoken levels; work requires preparing and analyzing written data; work may require operating motor vehicles and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally done in a moderately noisy location (e.
g.
business office, light traffic).
Special Requirements Possession of Notary Public License within six months.
Valid driver’s license in the State of North Carolina.
Chatham County is fully committed to equal employment opportunity (EEO) principles and issues this anti-discrimination/EEO compliance clause to support and maintain employee’s rights and responsibilities relating to equal employment.
The core of equal employment opportunity is the right to work and advance on the basis of merit, ability, and potential, free from prejudice or discrimination.
In accordance with the applicable anti-discrimination statutes, executive orders, and other authorities, Chatham County protects employees against discrimination, to the fullest extent of law, on the basis of race, color, religion, sex (including pregnancy), national origin, sexual orientation, gender identity, age, disability, genetic information, marital status, political affiliation, whistleblower activity, parental status, and military service (past, present, or future), and against retaliation for participation in EEO activity or opposition to discrimination.