What are the responsibilities and job description for the Assistant Clerk I position at Fairbanks North Star, Borough of (AK)?
Provide varied secretarial and administrative services support to the office of the Borough Clerk and to boards and commissions as assigned.
SALARY: 8A
REPORTS TO: Deputy Clerk
POSITIONS SUPERVISED: None
POSITION SHIFT: Monday-Friday 8 a.m. to 5 p.m. and evening meetings1. Provide administrative support to the office of the Borough Clerk to include fielding telephone inquiries, providing general information to the public, assisting members of the public and staff with information regarding boards, commissions, assembly, public meetings, appeals and elections.
2. Clerk assigned boards and commissions meetings; ensure accurate proceedings of the meeting, quasi-judicial proceeding, and administrative hearing. Advise the board or commission of relevant borough code, policies, and parliamentary procedures, as needed.
3. Prepare and maintain yearly boards and commissions meeting calendars to include deadlines for agenda setting, public hearing and agenda notices to ensure accurate and timely public meeting notices within the borough news page, web calendars and webpages.
4. Assemble and finalize paper agenda packets for agenda settings for boards and commissions. Prepare and distribute agendas and agenda packets (in paper and electronic format) for boards and commissions, post electronic versions on the board and commission webpages. Prepare boards and commissions meeting scripts for chairs.
5. Responsible for preparing and finalizing amended Findings of Facts and Conclusion of Law for appeals. Prepares notifications and distributes to all parties.6. Draft minutes, action and recommendation memorandums of boards and commissions meetings.
7. Provide technical expertise and troubleshooting for Borough issued e-mails, meeting teleconferencing and the Assembly Chambers audio & visual system.
8. Scan, upload, and index final agenda packets, amended agenda packets, resolutions, adopted rules and procedures, action and recommendation memorandums, audio tracks, findings of facts and conclusions of law, and minutes for boards and commissions into the electronic records management system.
9. Responsible for set up and cleanup of the Chambers and Chizmar meeting rooms for boards and commissions meetings to include setting up agendas, agenda items, public sign-up sheets, preparing coffee, etc.
10. Maintain assigned boards and commissions webpages to include updating member list and all required meeting notices; ensure timely information is available and make content changes as needed. Type and process correspondence and memorandums as requested; maintain forms and documents.
11. Distribute assigned boards and commissions meeting schedule to the administration and borough departments on a weekly basis. Notify board members and commissioners of all meetings through email and phone. Manage email for boards and commissions, including email set up and removal. Coordinate new board members and commissioner’s orientation and assemble manuals.
12. Receive and track public records requests for boards and commissions; refer to departments as necessary.
13. Assist with Municipal and Special elections, to include assisting voters in person and on the phone.
14. Serve as Voter Registrar and Notary Public.
15. Procure board and commission meeting supplies from local vendors.
16. Provide backup for other clerical functions.MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent and three (3) years of progressively responsible office experience in a public setting, with knowledge of administrative practices and procedures.
2. Must be an accurate and proficient typist/keyboarder. Demonstrated ability to operate a personal computer and other office related machines with speed and accuracy. Experience with Microsoft Word, Outlook, and Adobe Acrobat Professional is required; Microsoft Access, Excel, web software, and electronic records management system experience is preferred.
3. Experience in preparing agendas and minutes preferred. Ability to compose, format, and edit complex communications.
4. PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)
5. Must be available to work evening and occasionally weekend meetings.
KNOWLEDGE, SKILLS, AND ABILTIES
1. Ability to comprehend, interpret, and apply written material such as borough code, state statutes, and other resource materials.
2. Ability to perform work with a high degree of accuracy and attention to detail under stressful situations and the pressures of short deadlines.
3. Ability to deal effectively and harmoniously with the public and maintain effective working relationships with boards and commissions and other employees. Must possess excellent communication and customer skills.
4. Ability to maintain confidentiality of information, prioritize workload, and use independent judgment.
5. Must be able to serve as a Voter Registrar and Notary Public. Must have or be able to obtain Notary Public within three months of hire.
6. Knowledge of parliamentary procedures preferred.
7. Knowledge of quasi-judicial and administrative appeals policies and procedures preferred.
OTHER
1. A proficiency test may be administered.
2. This position requires a criminal background check.JOB CONTACTS:
Continuous contact with all employees at all levels of the Borough, elected and appointed representatives; continuous routine public contact and frequent contacts involving outside organizations/agencies.
JOB RESPONSIBILITY:
Does not supervise; experiences many minor problems daily with an occasional major one that must be resolved by using own initiative with little immediate supervision, the consequences of error, carelessness or mistaken judgment require normal effort to recover.
WORK ENVIRONMENT:
General office where conditions are pleasant; good, clean conditions with minor accident probability; requires short periods of light lifting, pushing or pulling (26-50 lbs.).
SALARY: 8A
REPORTS TO: Deputy Clerk
POSITIONS SUPERVISED: None
POSITION SHIFT: Monday-Friday 8 a.m. to 5 p.m. and evening meetings1. Provide administrative support to the office of the Borough Clerk to include fielding telephone inquiries, providing general information to the public, assisting members of the public and staff with information regarding boards, commissions, assembly, public meetings, appeals and elections.
2. Clerk assigned boards and commissions meetings; ensure accurate proceedings of the meeting, quasi-judicial proceeding, and administrative hearing. Advise the board or commission of relevant borough code, policies, and parliamentary procedures, as needed.
3. Prepare and maintain yearly boards and commissions meeting calendars to include deadlines for agenda setting, public hearing and agenda notices to ensure accurate and timely public meeting notices within the borough news page, web calendars and webpages.
4. Assemble and finalize paper agenda packets for agenda settings for boards and commissions. Prepare and distribute agendas and agenda packets (in paper and electronic format) for boards and commissions, post electronic versions on the board and commission webpages. Prepare boards and commissions meeting scripts for chairs.
5. Responsible for preparing and finalizing amended Findings of Facts and Conclusion of Law for appeals. Prepares notifications and distributes to all parties.6. Draft minutes, action and recommendation memorandums of boards and commissions meetings.
7. Provide technical expertise and troubleshooting for Borough issued e-mails, meeting teleconferencing and the Assembly Chambers audio & visual system.
8. Scan, upload, and index final agenda packets, amended agenda packets, resolutions, adopted rules and procedures, action and recommendation memorandums, audio tracks, findings of facts and conclusions of law, and minutes for boards and commissions into the electronic records management system.
9. Responsible for set up and cleanup of the Chambers and Chizmar meeting rooms for boards and commissions meetings to include setting up agendas, agenda items, public sign-up sheets, preparing coffee, etc.
10. Maintain assigned boards and commissions webpages to include updating member list and all required meeting notices; ensure timely information is available and make content changes as needed. Type and process correspondence and memorandums as requested; maintain forms and documents.
11. Distribute assigned boards and commissions meeting schedule to the administration and borough departments on a weekly basis. Notify board members and commissioners of all meetings through email and phone. Manage email for boards and commissions, including email set up and removal. Coordinate new board members and commissioner’s orientation and assemble manuals.
12. Receive and track public records requests for boards and commissions; refer to departments as necessary.
13. Assist with Municipal and Special elections, to include assisting voters in person and on the phone.
14. Serve as Voter Registrar and Notary Public.
15. Procure board and commission meeting supplies from local vendors.
16. Provide backup for other clerical functions.MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent and three (3) years of progressively responsible office experience in a public setting, with knowledge of administrative practices and procedures.
2. Must be an accurate and proficient typist/keyboarder. Demonstrated ability to operate a personal computer and other office related machines with speed and accuracy. Experience with Microsoft Word, Outlook, and Adobe Acrobat Professional is required; Microsoft Access, Excel, web software, and electronic records management system experience is preferred.
3. Experience in preparing agendas and minutes preferred. Ability to compose, format, and edit complex communications.
4. PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)
5. Must be available to work evening and occasionally weekend meetings.
KNOWLEDGE, SKILLS, AND ABILTIES
1. Ability to comprehend, interpret, and apply written material such as borough code, state statutes, and other resource materials.
2. Ability to perform work with a high degree of accuracy and attention to detail under stressful situations and the pressures of short deadlines.
3. Ability to deal effectively and harmoniously with the public and maintain effective working relationships with boards and commissions and other employees. Must possess excellent communication and customer skills.
4. Ability to maintain confidentiality of information, prioritize workload, and use independent judgment.
5. Must be able to serve as a Voter Registrar and Notary Public. Must have or be able to obtain Notary Public within three months of hire.
6. Knowledge of parliamentary procedures preferred.
7. Knowledge of quasi-judicial and administrative appeals policies and procedures preferred.
OTHER
1. A proficiency test may be administered.
2. This position requires a criminal background check.JOB CONTACTS:
Continuous contact with all employees at all levels of the Borough, elected and appointed representatives; continuous routine public contact and frequent contacts involving outside organizations/agencies.
JOB RESPONSIBILITY:
Does not supervise; experiences many minor problems daily with an occasional major one that must be resolved by using own initiative with little immediate supervision, the consequences of error, carelessness or mistaken judgment require normal effort to recover.
WORK ENVIRONMENT:
General office where conditions are pleasant; good, clean conditions with minor accident probability; requires short periods of light lifting, pushing or pulling (26-50 lbs.).
Salary : $28
