Deputy Clerk to the Board

The position performs complex administrative functions to ensure effective and efficient operations for the Alexander County Administration Office.  Assists and supports the Clerk to the Board of Commissioners, County Manager, and department heads as needed. Serves as receptionist for the Administration Office. Creates and maintains detailed files and records.  Performs legal and administrative research. An employee in this position must be sworn into public office.  Duties require a high level of discretion which often requires the use, and handling of, confidential information.  Work is performed under the supervision of the Clerk to the Board.  This position will occasionally require the employee to perform duties outside of standard business hours.

• Supports the County Manager with the day-to-day administrative operations of county government.
• Assists the Clerk to the Board with documenting and maintaining official records of the Board of Commissioners, preparing for meetings and workshops, and communicating with staff, news media, and the general public.
• Completes agenda, related materials and records meeting minutes in the absence of the Clerk, assuming responsibilities required to continue operation of the department.
• Answers inquiries to adequately assist the Clerk, County Manager, Commissioners, staff, and the general public.
• Coordinates and schedules meetings and various functions as necessary, ensuring availability of rooms, equipment, materials, refreshments, etc. as needed; also handles travel arrangements.  
• Serves as receptionist for the Administration Office; greets visitors and provides information and guidance as needed; initiates appropriate follow-up or further action; answers incoming phone calls; processes daily mail and packages.
• Composes a variety of correspondence including letters, memos, emails, minutes, resolutions and proclamations, charts and reports; reviews and proofreads work for spelling, punctuation, grammar, format, and accuracy.
• Administers oaths of office required for elected and appointed County officials as needed.
• Handles daily cash transactions and transfers funds to Finance for final processing.
• Orders supplies which may require processing of purchase orders and line-item expenditure tracking.
• Attends various meetings as needed and participates in special projects as assigned.
• Perform other duties as assigned.

• Basic knowledge of Board of Commissioners procedures and responsibilities, County ordinances, NC open meetings and public records laws, and NC General Statutes pertaining to local and county government.
• Working knowledge of modern office practices and procedures.
• Ability to use correct grammar, vocabulary, spelling, punctuation, and basic arithmetic.
• Ability to communicate properly and effectively in person, by telephone, or email.
• Ability to be tactful and courteous in frequent contact with public officials, department heads, news media, and the general public; must be adaptable to functioning effectively when interacting with persons under varying circumstances.
• Ability to gather and give basic information on County functions and departmental programs and services.
• Ability to effectively refer to policies, electronic and paper files, codes and ordinances, etc. to answer inquiries.
• Ability to interpret instructions furnished in written, oral, or schedule form.
• Ability to gather and compile materials from a variety of sources.
• Ability to operate office machines such as computer, calculator, copier/scanner, fax machine, and other equipment; must be familiar with computer programs including Microsoft Office Suite products.
• Ability to arrange and place records, reports, and files in a proper sequence.
• Ability to establish and maintain effective working relationships with supervisors, employees, and the general public.
• Exceptional organizational skills, along with ability to effectively multitask and meet deadlines is required.

• Associates degree in business or related field with at least three (3) years of experience in administrative work; or
• High School diploma or GED and 5 years in administrative work; or
• Equivalent combination of training and experience that provides the required knowledge, skills, and abilities.
• Notary Public or obtain certification within one (1) year from date of hire.
• Certified Municipal Clerk or obtain certification within three (3) years of date of hire. 
• Possess a valid NC Driver’s License.

Salary : $40,365 - $57,035