What are the responsibilities and job description for the Borough Clerk Administrative Assistant position at KENAI PENINSULA BOROUGH?
Under the general direction and supervision of the Borough Clerk or designee, the Borough Clerk Administrative Assistant performs a variety of highly responsible, complex and confidential clerical and office support functions to serve the department staff and Assembly Members. This requires constant awareness, inquiry and review, since the Borough Clerk Administrative Assistant directly influences the department’s efficiency. This position is the primary telephone and walk-in contact with the public, which requires the Borough Clerk Administrative Assistant to conduct themselves with the utmost professionalism, using tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines. Must be able to maintain harmonious and effective working relationships with other employees.
High School diploma or GED; at least three (3) years of responsible office experience that includes public contact. Demonstrated ability to operate a personal computer and type 45 wpm. Position requires an intermediate knowledge of Outlook, Word, and Excel including program functions, document information, and tracking data. Must be a self-starter capable of functioning with minimal direction; ability to work under pressure with frequent interruptions and still meet deadlines while producing quality work. Must be able to learn, interpret and apply Borough Code provisions related to the operations of the Borough Clerk’s Office. Must maintain confidentiality of information. Must have and maintain valid driver’s license. Must have availability of a personal vehicle and maintain current vehicle insurance to perform job functions.
Essential Functions (Range J):1. Answers telephone and attends counter; ascertains the nature of business; provides proper information to visitors, Borough staff and Assembly members.
2. Responsible for all office mailings (assembly meeting packets, agendas, department correspondence, and all notices required by state statute and borough code).). Also includes follow-up letters sent to appropriate parties/governmental agencies indicating decisions made at meetings and provide signed copies of ordinances and resolutions. Reviews and processes liquor license and marijuana license applications in conjunction with the Borough Finance and Planning Departments, as well as determine the proper review progression as per Borough Code, Alaska State Statutes and the Alaska Administrative Code.
3. May be assigned various special and various research projects.
4. Responsible for receipt and tracking of all property tax appeals in conjunction with the Borough Assessing Department, as well as verification of appellant’s eligibility.
5. Effectively records, documents and files Borough contracts; maintains the department’s contract database, as well as maintains the filing for correspondence, department operations, records and files as required.
6. Affixes the Borough seal on official records of the Borough including, but not limited to, ordinances, resolutions, minutes, contracts, and agreements.
7. Assists Borough’s appointed and/or elected officials with Alaska Public Offices Commission filing deadlines; maintains, records and tracks officials’ filed forms and provides the regional office with the filed documents.
8. Assists the Borough Clerk with Borough and State elections; performs pre-election support functions including organization of candidates forms and materials, verifying residency and candidate requirements, administer absentee voter application process for all applicants; maintains, records and tracks ballot accountability.
9. Acts as the records custodian for the Office of the Borough Clerk, which includes annual review and submission of records through the records software program to the archives per the approved retention schedule.
10. Ensures that all membership rosters, meeting dates, agendas and minutes from service area boards are current and updated on the associated webpages.
11. Responsible for setting up meeting spaces (including any required equipment) for Assembly meetings, Committee meetings, AdHoc meetings, work sessions and the like. Anticipates the needs of the participants and ensures those needs are met.
Essential Functions (Range K):
Borough Clerk Administrative Assistant will be non-competitively advanced to range K upon successful demonstration of the ability to work independently in two areas:
1. Property valuation tax appeal application process
2. Absentee ballot application process from receipt of application to mailing of ballot package
Other Functions:
1. Maintains and provides current listing of Borough officers, boards and committees as well as maintaining all associated webpages. Prepares and maintains permanent record of all oaths of office for all elected officials and all boards and commissions.
2. Sorts, dates and routes incoming mail appropriately.
3. Maintains schedule for use of meeting and conference rooms.
4. Keeps bulletin boards current and updated in an organized and timely manner.
5. Serves as voter registrar and notary public.
6. May be required to attend daytime or evening meetings in an official capacity, as requested.
7. Order meals and maintain supplied refreshments for Assembly meetings and other official borough meetings as needed.
8. Position requires access to personal vehicle to complete errands and local supply procurement of items needed for the office, Assembly and board meeting, including but not limited to picking up member meals, emergent mail runs to airport, deliveries to city offices and borough annex offices.
9. Other tasks as assigned.
2. Responsible for all office mailings (assembly meeting packets, agendas, department correspondence, and all notices required by state statute and borough code).). Also includes follow-up letters sent to appropriate parties/governmental agencies indicating decisions made at meetings and provide signed copies of ordinances and resolutions. Reviews and processes liquor license and marijuana license applications in conjunction with the Borough Finance and Planning Departments, as well as determine the proper review progression as per Borough Code, Alaska State Statutes and the Alaska Administrative Code.
3. May be assigned various special and various research projects.
4. Responsible for receipt and tracking of all property tax appeals in conjunction with the Borough Assessing Department, as well as verification of appellant’s eligibility.
5. Effectively records, documents and files Borough contracts; maintains the department’s contract database, as well as maintains the filing for correspondence, department operations, records and files as required.
6. Affixes the Borough seal on official records of the Borough including, but not limited to, ordinances, resolutions, minutes, contracts, and agreements.
7. Assists Borough’s appointed and/or elected officials with Alaska Public Offices Commission filing deadlines; maintains, records and tracks officials’ filed forms and provides the regional office with the filed documents.
8. Assists the Borough Clerk with Borough and State elections; performs pre-election support functions including organization of candidates forms and materials, verifying residency and candidate requirements, administer absentee voter application process for all applicants; maintains, records and tracks ballot accountability.
9. Acts as the records custodian for the Office of the Borough Clerk, which includes annual review and submission of records through the records software program to the archives per the approved retention schedule.
10. Ensures that all membership rosters, meeting dates, agendas and minutes from service area boards are current and updated on the associated webpages.
11. Responsible for setting up meeting spaces (including any required equipment) for Assembly meetings, Committee meetings, AdHoc meetings, work sessions and the like. Anticipates the needs of the participants and ensures those needs are met.
Essential Functions (Range K):
Borough Clerk Administrative Assistant will be non-competitively advanced to range K upon successful demonstration of the ability to work independently in two areas:
1. Property valuation tax appeal application process
2. Absentee ballot application process from receipt of application to mailing of ballot package
Other Functions:
1. Maintains and provides current listing of Borough officers, boards and committees as well as maintaining all associated webpages. Prepares and maintains permanent record of all oaths of office for all elected officials and all boards and commissions.
2. Sorts, dates and routes incoming mail appropriately.
3. Maintains schedule for use of meeting and conference rooms.
4. Keeps bulletin boards current and updated in an organized and timely manner.
5. Serves as voter registrar and notary public.
6. May be required to attend daytime or evening meetings in an official capacity, as requested.
7. Order meals and maintain supplied refreshments for Assembly meetings and other official borough meetings as needed.
8. Position requires access to personal vehicle to complete errands and local supply procurement of items needed for the office, Assembly and board meeting, including but not limited to picking up member meals, emergent mail runs to airport, deliveries to city offices and borough annex offices.
9. Other tasks as assigned.
While performing the duties of this job, the employee is regularly required to communicate orally and to use hands and fingers dexterously to operate office equipment. The employee frequently is required to sit; and occasionally required to stand, walk and reach with hands and arms. The employee must occasionally transport up to 30 pounds. Specific vision abilities required include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Other Requirements:
Examinations: Related skills tests as required.
Typing test is required, 45 MPH. Salary : $25
