Commissioners' Administrative Specialist/Scheduling Clerk

Ada County is an incredible place to work! We have more than 2000 employees dedicated to making our county a great place to live, work and play. This is a fantastic opportunity to join a dynamic and high functioning team. 

We offer an exceptional benefits package which includes excellent medical, dental and vision insurance; generous vacation and sick leave accrual beginning as soon as you start; 11 paid holidays a year; participation in one of the  Nation's best state retirement systems which includes 11.96% employer contribution; various savings plans including a deferred compensation 457(b) plan with up to 3% county match; 401K plan; paid parental leave; life insurance; wellness programs; ongoing training opportunities and career development.  This generous Ada County Total Rewards package increases the base salary by approximately 40 percent.

POSITION GENERAL SUMMARY

Performs a variety of administrative duties in support of the Ada County Board of Commissioners’ (BOCC) hearings and meetings; performs typing, filing, and other secretarial and administrative tasks; and performs other related work as assigned.  The position is located in the Ada County Commissioners' Office and reports to the BOCC Office Manager.

• Attends and clerks hearings and meetings involving the BOCC; swears in individuals; takes minutes; enters exhibits; and electronically records proceedings as required;
• Schedules, assembles materials and maintains files in preparation for hearings and meetings;
• Prepares agendas, formal minutes and transcripts;
• Prepares and types forms, form letters, reports and similar materials;
• Composes routine correspondence in accordance with established procedures;
• Maintains office files and a variety of indexes, logs and other computer records;
• Explains hearing and meeting policies in response to requests from the public, attorneys and other officials and departments; 
• Maintains volunteer board program to include: preparing and updating directories, tracking terms and expirations, announcing openings, receiving applications, coordinating public service announcements, scheduling interviews and preparing appointment letters; 
  
  

Front Desk

• Acts as backup receptionist for the Commissioners’ Office, assisting with the following duties:

• Greets visitors to the Commissioners’ Office and screens incoming calls to answers questions regarding County services, programs and procedures;
• Reads and routes incoming mail for signature and review;
• Maintains and updates the Commissioners’ calendars and sends reminders and updates to Commissioners for upcoming meetings; 
• Assists with the budget process by gathering and presenting financial data;

Board of Equalization

• Maintains exemption database and processes exemption and valuation appeals by entering data, submitting required forms to the Prosecutor’s Office, tracking progress and updating records;
• Assists in annual mailing and tracking of short form applications to all tax-exempt organizations; 
• Serves as liaison to the public, elected officials and departments on issues concerning tax exemptions and property valuation appeals policies and procedures.
  
  

ADDITIONAL FUNCTIONS 

• High school diploma or equivalent;
• At least 3 years of clerical experience; 5 years preferred working in an office environment;
• Must have strong grammar, spelling and punctuation and proofreading skills;
• Experience working in a legal environment preferred;
• Experience using MS Word and Excel preferred;
• Knowledge of personal computers, word processing and spreadsheet applications; 
• Knowledge of modern office equipment, practices and procedures;
• Skill in the operation of a personal computer, and digital recording and transcription equipment; 
• Skill in communicating with culturally diverse populations; 
• Skill in developing trust, confidence, and cooperation of persons; 
• Ability to type from rough draft copy with a high degree of accuracy and type at least 50 wpm;
• Ability to process work in a timely and accurate manner; 
• Ability to follow written and verbal instructions; 
• Ability to effectively accomplish work in situations of some stress and/or controversy;
• Ability to maintain confidentiality;
• Ability to be flexible in responding to a variety of requests; 
• Ability to work as part of a team to accomplish department goals; and 
• Ability to maintain complex clerical records. 
  
  

OTHER REQUIREMENTS

• Will be required to attend evening meetings and work beyond normal business hours;
• Must have own transportation to accommodate offsite meetings;
• Must be deputized to serve as Clerk to the Board by the Ada County Clerk/Auditor/Recorder in order to make work actions effective; and
• Must be able to become a notary public.   

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;
• May be required to lift up to 20 lbs.;
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

DISCLAIMER:

To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran’s Preference for all County jobs except for those deemed “key positions” in accordance with Title 65, Chapter 5 of Idaho Code.

Salary : $21