Administrative and Records Specialist

The Position

Incumbent works under the direction of the County Clerk/Comptroller, Chief Deputy County Clerk or designee, coordinating and performing a variety of professional administrative support and record keeping duties requiring considerable knowledge of the functions of the Clerk/Comptroller's Office and the Board of Equalization.

Essential Functions

• Serve as the primary support to the County Clerk/Comptroller and Chief Deputy by performing a variety of duties (e.g., statistical report preparation, records management, project based work, etc.) related to departmental operations.
• Act as first point of contact for employees in the absence of the Clerk/Comptroller and Chief Deputy as well as provide reports on activities during their absence.
• Establish and maintain an effective working relationship with co-workers, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the public.
• Maintain a current knowledge of rules and regulations related to departmental operations.
• Recommend and assist in revising and updating departmental operating policies and procedures manual.
• Monitor legislation from state and federal agencies and ensure timely summaries are prepared for management review.
• Maintain departmental files (e.g., employee information, performance appraisals, salary information, etc.) in a timely and accurate manner and in compliance with applicable rules and regulations.
• Provide reports to management on various aspects of activities within the Clerk's office.
• Prepare a variety of reports, charts and graphs on Countywide expenses, revenues, salaries and other metrics for County Clerk/Comptroller, County Commissioners and other County management staff.
• Act as recording secretary for all committee meetings of the Board of Commissioners, and transcribe minutes for the official record.
• Assist in the maintenance of all official County Board records as needed.
• Support and provide input on departmental outreach programs, including media releases and maintaining a social media presence.
• Understand the Board of Equalization processes and respond to inquiries from the public and other county offices regarding property protests and processes.
• Maintain office supply inventory and work with the Purchasing department to coordinate service and replacement of office equipment (e.g., furniture, multi-function copiers, etc.)
• Create all purchasing and inventory requisitions for the Clerk/Comptroller's office.
• Schedule meetings, seminars, etc. for management and staff, including travel and accommodation arrangements if necessary.
• Assist in scheduling and preparing materials for all speaking engagements and appointments the County Clerk/Comptroller or Chief Deputy may have.
• Answer telephones calls, take messages, or direct caller to the appropriate individual, department, or agency.
• Process incoming mail and maintain the returned check log.
• Assist and provide backup support to other positions within the office as needed.
• Assist in directing the work of temporary employees as needed.
• Coordinate Clerk's office activities (Red Cross, United Way, new employee orientation, etc.)
• Report to work with regular, predictable, and consistent attendance.
• Perform other duties as directed and assigned.

Education and Work Experience and Other Requirements

• Bachelor's degree* from an accredited college or university in Business Administration, Public Administration, Political Science, or a directly related field required.
• Work experience in an administrative or clerical position preferred.
• Experience/training in word processing, spreadsheet and database software preferred.
• Approved, related work experience required may be substituted for educational requirements beyond high school on a year-for-year basis.

Physical Requirements & Working Conditions

• The physical demands and work environment characteristics 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.
• Work is generally performed indoors in an office setting. Noise level is usually moderate. Hours of work are generally standard day-shift hours however work hours may occasionally include weekend, emergency call-in and overtime hours. Work may be fast paced when managing multiple priorities and dealing with competing needs and/or time constraints. Incumbents may encounter uncooperative or irate persons while performing duties.
• Work requires some physical activity, including extended periods of sitting and standing, frequent walking, and occasional balancing, kneeling, bending, and reaching. Work also requires the ability to frequently lift and carry supplies, equipment and documents weighing up to 10 pounds, and occasionally up to 25 pounds. Incumbent must possess the hand-eye coordination and manual dexterity necessary to operate computers and other equipment.
• Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close, distance and color vision, depth perception, and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges.

Douglas County is an EOE - Disability/Veterans