What are the responsibilities and job description for the Deputy Clerk of the Board position at Gila, County of (AZ)?
JOB
The main function of this position is to provide highly professional administrative support to the Clerk of the Board to ensure that the Board of Supervisors (BOS), Elected Officials, Department Directors and the citizens of Gila County are provided accurate accounts and record of actions taken by the BOS and that the funds of Gila County are managed responsibly.
EXAMPLE OF DUTIES
SUPERVISORY RESPONSIBILITIESThis position does not supervise other employees.ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENT·Assists in the preparation of meeting agendas and information, completing backup and referral of items to appropriate Departments; and provides customer service to internal and external customers related to all services provided by the Clerk of the Board.25%Takes oral and recorded dictation; writes minutes of BOS meetings; and distributes according to statutory requirements. May summarize notes and prepare reports and information for study purposes.25%Navigates various software programs to record and publish audio recordings on the County website. Provides troubleshooting assistance regarding applicable computer hardware and software programs and equipment.10%Processes requisitions; invoices, contracts or other documents relating to the Clerk of the Board activities; and prepares and posts all public notices of the BOS.10%Processes liquor license applications; and assists with processing cable and public utility franchise applications; and processing paperwork for state-owned land sales.10%Performs records management activities for all documents approved by the BOS.10%Maintains and updates the Clerk of the Board website, and maintains and updates databases for resolutions, state-owned land, BOS meeting agendas and actions, etc.10%Performs other duties as assigned.BUDGET RESPONSIBILITIESThis position has no responsibility over any types of budget.PROJECT RESPONSIBILITIESProvides project research and clerical support on quality assurance and process improvement projects. Conducts research, compiles, and analyzes data, and makes recommendations for projects assigned by the Clerk of the Board.ORAL COMMUNICATION DUTIESThis position trains colleagues; explains County procedures or processes; and responds to public inquiries. Interacts on a regular basis with the County Supervisors and other County Elected Officials, County Manager, Department Directors and staff, and the public.WRITTEN COMMUNICATION DUTIESThis position creates or edits documents, internal memos, emails, procedures, formal letters and Board of Supervisors presentations.INTERACTIONS WITH THE GENERAL PUBLICInteracts extensively with employees, the public, Board of Supervisors, regulatory bodies, and other Institutions over the telephone, by email, and/or in person. INTERACTIONS SPECIFICALLY WITH CUSTOMERSContinuously (More than 70% but less than 85% in a year)
SUPPLEMENTAL INFORMATION
KNOWLEDGE REQUIREDKnowledge of legal and business grammar usage; functions, structure and organization of County government; principles and practice of office administration and filing systems.SKILLS REQUIREDActive learning; communicating diplomatically; customer service; delivering training; analyzing operations; time management; multi-tasking; typing and data entry; English language; law and government and troubleshooting.ABILITIES REQUIREDCategorize and group data; memorize and recall; read and write at a professional level; communicate clearly and effectively with tact and courtesy and in writing; work in an environment that includes frequent interruptions and requires attention to multiple tasks simultaneously; read and understand legal documents; and review documents quickly and accurately.PHYSICAL DEMANDSRarely sits to operate special equipment; regularly sits to attend to other duties.Regularly requires dexterity for keyboard operations; rarely requires dexterity for special gadgets and for special machines.WORK ENVIRONMENTIncumbents in this position constantly spends time in office environment; occasionally spends time in courtroom and other public areas.SAFETY RISK EXPOSUREIncumbents in this position may become exposed to telephone verbal abuse by customers or citizens; individuals with high level of emotional distress and may be exposed to physical danger.PROTECTIVE GEAR AND SAFETY MANUALSIncumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.CONSEQUENCES OF ERRORPotential errors can have legal ramifications, loss of funding, loss of organization’s credibility.
The main function of this position is to provide highly professional administrative support to the Clerk of the Board to ensure that the Board of Supervisors (BOS), Elected Officials, Department Directors and the citizens of Gila County are provided accurate accounts and record of actions taken by the BOS and that the funds of Gila County are managed responsibly.
EXAMPLE OF DUTIES
SUPERVISORY RESPONSIBILITIESThis position does not supervise other employees.ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENT·Assists in the preparation of meeting agendas and information, completing backup and referral of items to appropriate Departments; and provides customer service to internal and external customers related to all services provided by the Clerk of the Board.25%Takes oral and recorded dictation; writes minutes of BOS meetings; and distributes according to statutory requirements. May summarize notes and prepare reports and information for study purposes.25%Navigates various software programs to record and publish audio recordings on the County website. Provides troubleshooting assistance regarding applicable computer hardware and software programs and equipment.10%Processes requisitions; invoices, contracts or other documents relating to the Clerk of the Board activities; and prepares and posts all public notices of the BOS.10%Processes liquor license applications; and assists with processing cable and public utility franchise applications; and processing paperwork for state-owned land sales.10%Performs records management activities for all documents approved by the BOS.10%Maintains and updates the Clerk of the Board website, and maintains and updates databases for resolutions, state-owned land, BOS meeting agendas and actions, etc.10%Performs other duties as assigned.BUDGET RESPONSIBILITIESThis position has no responsibility over any types of budget.PROJECT RESPONSIBILITIESProvides project research and clerical support on quality assurance and process improvement projects. Conducts research, compiles, and analyzes data, and makes recommendations for projects assigned by the Clerk of the Board.ORAL COMMUNICATION DUTIESThis position trains colleagues; explains County procedures or processes; and responds to public inquiries. Interacts on a regular basis with the County Supervisors and other County Elected Officials, County Manager, Department Directors and staff, and the public.WRITTEN COMMUNICATION DUTIESThis position creates or edits documents, internal memos, emails, procedures, formal letters and Board of Supervisors presentations.INTERACTIONS WITH THE GENERAL PUBLICInteracts extensively with employees, the public, Board of Supervisors, regulatory bodies, and other Institutions over the telephone, by email, and/or in person. INTERACTIONS SPECIFICALLY WITH CUSTOMERSContinuously (More than 70% but less than 85% in a year)
SUPPLEMENTAL INFORMATION
KNOWLEDGE REQUIREDKnowledge of legal and business grammar usage; functions, structure and organization of County government; principles and practice of office administration and filing systems.SKILLS REQUIREDActive learning; communicating diplomatically; customer service; delivering training; analyzing operations; time management; multi-tasking; typing and data entry; English language; law and government and troubleshooting.ABILITIES REQUIREDCategorize and group data; memorize and recall; read and write at a professional level; communicate clearly and effectively with tact and courtesy and in writing; work in an environment that includes frequent interruptions and requires attention to multiple tasks simultaneously; read and understand legal documents; and review documents quickly and accurately.PHYSICAL DEMANDSRarely sits to operate special equipment; regularly sits to attend to other duties.Regularly requires dexterity for keyboard operations; rarely requires dexterity for special gadgets and for special machines.WORK ENVIRONMENTIncumbents in this position constantly spends time in office environment; occasionally spends time in courtroom and other public areas.SAFETY RISK EXPOSUREIncumbents in this position may become exposed to telephone verbal abuse by customers or citizens; individuals with high level of emotional distress and may be exposed to physical danger.PROTECTIVE GEAR AND SAFETY MANUALSIncumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.CONSEQUENCES OF ERRORPotential errors can have legal ramifications, loss of funding, loss of organization’s credibility.
