Clerk to the Board

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

Job Information

Title:

Clerk to the Board

Market Range:

00

Approved Date:

5/25/2023 2:51:14 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

EA

Career Level Description:

Appointed Leadership

Job Code:

100139

Job Family:

General Management

Sub Family:

Administrative Support

Primary Purpose

The Clerk to the Board of Commissioners is responsible for oversight of all clerk critical functions and staff. The Clerk also facilitates decision making with commissioners and executives and is the official custodian of records and protocol.

•

Supervises administrative support to staff to the Board. Ensures support staff carry out commissioner support duties effectively, including scheduling, registrations, letter and proclamation writing, and correspondence. Ensures staff follow procedures that comply with applicable State laws, County code provisions, and Commissioner expectations.

1

25%

•

Ensures critical Board functions, such as Board appointments, signature gathering, public notices, and minutes, conducted by Clerk staff are performed effectively and efficiently. Ensures critical functions meet statutory requirements and adhere to best practices.

2

25%

•

Serves as official custodian for a broad range of documents and records of the Board of Commissioners. Establishes and maintains filing system for those records. Collects, indexes, stores, tracks and retrieves contracts and agreements. Responds to inquiries from general public regarding Commissioners, County Departments, meetings, COunty ordinances, and general information.

3

15%

•

Works with staff in the County Manager's Office to prepare the tentative agenda for Board of Commissioners meetings and submits items for the Board's agenda packet. Advises County Manager and other staff on Board protocols and procedures.

4

15%

•

Facilitates decision-making among Commissioners and staff on questions of Board procedures, practices, and traditions. Provides information and research to commissioners for decision making process.

5

10%

•

Organizes meeting logistics for the Board of Commissioners and other officials as necessary, coordinating with County Manager's Office staff. Ensuring availability of rooms, equipment, materials and refreshments, etc. Schedules meetings, reviews materials and requests additional information as required.

6

10%

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

*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:

EA

Career Level Description:

Appointed Leadership

Qualifications

•

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

•

Five years of experience in administrative and executive support work

•

County Clerk Certification required within one year of employment

•

Equivalent education and experience are accepted

•

5 Years

Providing direct support to a local government elected Board.

•

Ability to represent elected officials and County Executives in discussions with staff and community stakeholders.

•

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.

•

Knowledge of traditional North Carolina Clerk to the Board duties including Board appointments, and related processes.

•

Knowledge of common office software and specialized software for minute taking.

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

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.

Good Judgment

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

Quality Assurance

Produces results or provides service that meets or exceeds organizational standards. May audit the work of others to ensure quality standards are met.

Interpersonal Skills

Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.  Perceives, assesses, and positively influences one's own and other individuals’ emotions.

Political Savvy

Identifies internal and external politics that impact the work of the organization. Perceives organizational and political reality and acts accordingly.

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.

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 and apply routine verbal and/or written instructions

Organization

Organize and prioritize individual work schedule 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 exchange routine/basic 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