Deputy Clerk to the Board

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Deputy Clerk to the Board

Market Range:

MR20

Approved Date:

5/25/2023 2:50:39 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M2

Career Level Description:

Management Level 2

Job Code:

100203

Job Family:

General Management

Sub Family:

Administrative Support

Primary Purpose

Assist Board of Commissioners, Clerk to the Board, and County leadership, with a broad array of management and administrative services.

•

Coordinates and serves as lead for assigned critical Board support functions. These may include, but are not limited to, the advisory board appointments process, minutes, signature gathering, and public notices. Ensures critical support functions comply with applicable State laws, County code provisions, and Commissioner expectations.

1

30%

•

Conducts the Board’s Appointments process for advisory and other governmental boards. Designs and implements processes for advisory board applications, Commissioner review, and Board votes. Communicates decisions and other important information to advisory board members and County staff.

2

30%

•

Provide administrative and logical support to one or more County Commissioners. Support the Commissioners with scheduling, travel, correspondence, and other functions. Compose, with minimal guidance, letters and proclamations for stakeholders.

3

20%

•

Assist Clerk to the Board with record retention for the Board of Commissioners. Assist with filing systems for those records. Collects, indexes, stores, tracks, and retrieves contracts and agreements. Responds to inquiries from the general public regarding Commissioners, County Departments, meetings, County ordinances, and general information.

4

10%

•

Plans and assists with logistics for Board meetings. Plans, or advises on, approaches to unique, complex Board meeting needs. Ensures proper public notice of all Board meetings, following relevant North Carolina General Statutes and best practices. Develops new processes, as needed, to effectively meet changing administrative needs from executives and Commissioners.

5

10%

Position(s) may perform other duties in addition to the above as assigned by management.

•

Provides notary services, including attestations and oaths.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M2

Career Level Description:

Management Level 2

•

Fully accountable for implementing operational plans for a Work Group with measurable contribution on Division results.

•

May have budget accountability.

•

Responsible for making moderate improvements of processes, systems or standards to enhance performance of the Work Group.

•

Supports and utilizes the innovations of others to improve on solutions, approaches and technologies.

•

Communicates within and outside the Work Group, and may communicate with other parties within the Division.

•

Sometimes requires ability to influence others outside of own job area on policies, practices and procedures.

•

Manages professionals. Leads, directs and reviews the work of team members in order to accomplish operational plans and results.

•

Has hiring, firing, promotion, performance and reward authority for direct reports.

•

Requires practical knowledge in leading and managing the execution of processes, projects and tactics within one job area. Typically has advanced knowledge and skills within a specific technical or professional discipline with understanding of the impact of work on other areas of the organization.

Qualifications

•

Bachelor's degree in Public Administration, Business Management or a related field

•

Three years of experience in administrative and executive support work

•

County Clerk certification required within one year of employment

•

Equivalent education and experience are accepted

•

Bachelor's Degree

Business Administration, Public Administration, or a related field

•

3 Years

Experience working with an elected board at the local government level.

•

NP - Notary Public

And

•

Master Clerk Certification from School of Government

Within 3 Years

•

North Carolina Certified County Clerk

Within 1 Year

•

Knowledge of North Carolina public meetings laws and best practices, record keeping, minute taking, and related processes

•

Knowledge of traditional North Carolina Clerk to the Board duties

•

Knowledge of common office software, and specialized software for minute taking, Board appointments, and related processes

•

Ability to summarize policy discussions clearly and succinctly

•

Ability to establish and maintain rapport with elected officials and community stakeholders

•

Ability to modify administrative processes to adapt to new needs and challenges

•

Ability to improvise approaches to satisfying requests from elected officials

•

Represent elected officials and County Executives in discussions with staff and community stakeholders

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Good Judgment

Makes decisions authoritatively and wisely, after adequately contemplating various available courses of action.

Initiative

Does more than is required or expected in the job; does things that no one has requested that will improve or enhance products and services, avoid problems, or develop entrepreneurial opportunities. Plans ahead for upcoming problems or opportunities and takes appropriate action.

Professionalism

Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question. Maintains calmness in stressful or adverse situations. Diplomatically handles challenging or tense interpersonal situations.

Cooperative Leadership

Promotes and generates cooperation among one's peers in leadership to achieve a collective outcome; fosters the development of a common vision and fully participates in creating a unified leadership team that gets results.

Relationship Building

Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.

Team Leadership

Willingly cooperates and works collaboratively toward solutions that generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives. Manages staff in ways that improve their ability to succeed on the job.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate and explain a variety of information

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X