Chief Clerk (Unclassified)

To support the work of the County Board, its committees, and other related boards and commissions to assure their alignment with the County’s strategic agenda and to support requests for authority to support the County’s ability to conduct its business; to serve as a member of the County Manager’s Senior Management Team; to manage and direct administrative services of the County Manager’s Office; to oversee the Electronic Board Document Management System; to ensure public meeting notification and processes are open, fair and accessible; to ensure the integrity and impartiality of the public record; to provide strategic analysis and review of documentation submitted for County Board action; to participate in special projects having countywide scope; and to perform related duties as assigned.

1. Direct the Agenda Review process including consultations with the County Attorney’s Office, Procurement, the Center of Excellence, the Chief Financial Officer and the County Manager in determining current and proposed authorization language and content of Requests for Board Action; lead discussions and provide consultation and guidance on the racial equity and community participation impacts of the proposed authority being requested of the County Board; consult with department leaders on documentation to ensure clarity, completeness, and adherence to prescribed formats for submission of documentation to Board of Commissioners; assist in development of County Board workshop presentations.
2. Oversee the submission of documentation for County Board agendas; oversee the preparation and distribution of Board agendas and supporting documentation for Board and Committee meetings, including review and editing of proposed Board resolutions and ordinances and writing Board Proclamations; oversee completion of meeting minutes and resolutions reflecting the business conducted and actions taken at Board meetings; and oversee the publication of Board proceedings and documentation through multiple formats.
3. Manage the schedule and logistics for County Board and Committee meetings; administer the Board's open appointment process for approximately 30 volunteer committees and boards, including advertising for vacant positions, compiling information for the Board's consideration and completion of appropriate Board documentation; and coordinate Oath of Office process and logistics for all elected officials during election years.
4. Ensure notice of all public meetings of the County Board and its committees, and appropriate notification of all proceedings and activities; advise the departments, County Manager and County Board on open meeting rules and regulations.
5. Administer the preservation, maintenance, and retrieval processes of current and historical Board records to ensure proper retention, archiving, and accessibility of all County Board materials; oversee the County's Administrative Code.
6. Serve as business owner of the Electronic Board Document critical county system, including administering the functionality, maintenance and day-to-day operations -, coordination, contact and consultation with the IPR Capability Team, Information Services, city of Saint Paul, County departments, and the system vendor for problem identification and resolution.
7. Staff the Charter Commission and oversee the details of the agenda preparation, logistics, minutes, and communications and public notices of Charter Commission meetings; consult with the Charter Commission Chair and Vice Chair in the development of Commission agendas and presentations; consult with the Civil Division of the County Attorney’s Office on Home Rule Charter and ongoing matters and conduct of the Charter Commission; inform County Manager of the work and priorities of the Charter Commission; coordinate with the Chief Judge of the Second Judicial district Court in the advertising, recruitment, application and appointment of Charter Commission members.
8. Provide information and data on official County and Board records as requested by the County Manager, as required for state and federal mandates and reporting, and as requested by other government entities and residents; respond to calls from public inquiring about general information, county ordinances and services; serve as chief content architect for the Chief Clerk website; oversee the preparation and publication of all legal notices and proceedings required by law and the County Board’s weekly meeting notices; receive all legal notices for the Board and County Manager; oversee the County's Economic Interest and Conflict of Interest reporting processes.
9. Engage with and present to the County Manager’s Executive Team as needed, including performing strategic analysis of agendas, board workshops and decisions related to the County Board agenda.

1. Direct and manage the operations of the County Manager’s Office; coordinate and consult with leaders collocated in the County Manager’s Office and in Property Management in the utilization of space, furniture, equipment and supplies to assure administrative, programmatic, and public safety needs are met; coordinate with collocated leaders and staff to foster communication, connections and collegiality in creating and maintaining a positive and productive Residents First work culture.
2. Direct and manage the daily administrative functions of the County Manager’s Office; identify, assess, plan and implement policies, procedures and ongoing functions to ensure resources are managed efficiently in a manner consistent with applicable policies, laws, rules, and regulations; identify and implement cost-effective procedures and protocols for administrative systems changes that improve the efficiency and effectiveness of administrative functions.
3. Supervise, develop and cross-train the support staff of the County Manager’s Office with responsibility for staff hiring, work direction, scheduling, supervision, training, development, evaluation and discipline; coordinate with County Manager’s Office leaders and staff to assure administrative support needs are met; assist in the hiring process of the staff in the County Board Office; foster a mutual support structure across the County Manager and County Board offices. 
4. Coordinate preparation for public hearings on the County Budget; coordinate scheduling of joint meetings of the County Board with other entities; provide support to County Board-appointed committees and boards. 

1. Promote the county’s core values of People, Integrity, Community, Leadership and Equity and a diverse, culturally competent, and respectful workplace.
2. Serve as a member of the County Manager’s Office Management Team; assist the County Manager, Director of Policy and Planning, Compliance and Ethics Officer, Transforming Systems Director, and Executive Team members with policy development options and recommendations to support the decision-making process of the County Board, the County Manager, and service teams; provide direction, advice, guidance and consultation to service teams with implementation of County Board policies and resolutions, and with the Administrative Code.
3. Support the implementation of new and revised policies; plan and implement administrative systems to align with county priorities and incorporate process improvements and efficiencies in county-wide administrative functions.
4. Collaborate in establishing and implementing annual plans to strategically align county board workshops, county-wide leadership meetings, and county policy discussions to assure optimal timing, efficiency, and priority focus.
5. Develop, present, and manage the budget of the chief clerk and administrative services within the County Manager’s Office as part of the broader, overall Strategic Team budget; develop and present the budgets of the County Board Office and the Charter Commission; approve contracts, requisitions and expenditures associated with these budgets; collaborate in the development, presentation and ongoing management of the Strategic Team budget; oversee accounting, payments, procurement, payroll and employee onboarding, benefits and support.
6. Design and implement training programs for county staff in development of board documentation, use of electronic documentation tools, preparation for Agenda Review process, protocols of presenting to the County Board, and the development of presentations and workshops for the County Board.

Education: Bachelor’s degree in public administration, business administration, communication or a related field.

Experience: Seven years of progressively responsible management or administrative experience including two years of work in a public setting working with senior management and/or elected officials.

Substitution: Equivalent combination of education and related experience.

Certification/Licensure:  None.

Salary : $91,160 - $135,452