Deputy Clerk to the Board of Supervisors - 03803

Performs difficult paraprofessional and administrative work assisting with and managing a variety of complex office tasks for the Board of Supervisors. Works independently with sensitive and confidential information. Does related work as required. Work is performed under general supervision. Supervision is exercised over assigned personnel.

• Attends meetings of the Board of Supervisors. Prepares minutes, coordinates agenda items with County departments, County Attorney, and the County Administrator, and schedules future agenda items and public hearings;
• Oversees the preparation, distribution, publication, and management of official notices for all public meetings and public hearings for the Board of Supervisors and related committees;
• Schedules and coordinates presentations and events involving outside groups during Board meetings;
• Coordinates, processes, and maintains a database of Board actions regarding appointments to Boards, Authorities, Committees, and Commissions (BACC);
• Coordinates meetings, work sessions, and other activities, such as, facilities availability, distribution of materials via iPad and County website, etc.;
• Provides detailed searches and review of materials needed for drafting correspondence, reports, and providing historical documentation upon request of members of the Board, the public, or County staff;
• Assists the public, Board members, staff, and the media in locating and reviewing minutes, Board documents, and video recordings (DVD/audio tapes) of Board and Standing Committee meetings;
• Records management responsibilities for the Board and the County Administrator's Office to include resolutions, ordinances, proclamations, and other vital historical documents in compliance with the Virginia Freedom of Information Act and/or Library of Virginia Record Retention guidelines;
• Provides written and verbal guidance and training to staff on preparation of agenda items, procedures, review, and delivery schedules;
• Supervises, trains, and evaluates the work of assigned personnel;
• Ensures County compliance with the Americans with Disabilities Act with regard to equipment and assistance, if requested, during Board of Supervisors meetings;

• Signs and certifies all legal and official documents requiring the signature of the Board Clerk including minutes and resolutions. Custodian of the official County seal;
• Manages all content for the Board of Supervisors webpages to include the process by which public comments are received and distributed to the Board for each Board meeting; 
• Performs administrative tasks as assigned by the County Administrator and Deputy (s) County Administrator;
• Develops and manages the Board of Supervisors’ and Clerk's annual department budget, including preparing Board expenditures and reimbursements, receiving and reviewing vendor invoices for payments, and reviewing and approving invoices and bills of payment for Board members;
• Organizes and manages all aspects of the swearing-in ceremony for the Board of Supervisors, School Board members, and elected officials; 
• Makes arrangements for Board members to attend functions, conferences, workshops, and seminars; 

• Provides information of Board actions and notifies staff of Board actions that require immediate attention;
• Prepares certified copies of Board resolutions as needed;
• Performs related tasks as required.

• Comprehensive working knowledge of the functions and organization of County government and general administrative policies and procedures; 
• Thorough knowledge of standard office practices, procedures, and equipment; 
• Demonstrated proficiency in the use of personal computers working with common business software programs, databases, and various forms of technology with the ability to learn and use specialized systems; 
• Ability to maintain confidentiality, provide discretion, and maintain sensitive and confidential records; 
• Ability to communicate ideas effectively, both vocally and in writing; 
• Ability to prioritize and work independently with minimal direction or guidance; 
• Dependable with ability to plan, organize, and complete work within stringent deadlines; 
• Excellent communication and interpersonal skills with the ability to establish and maintain effective working relationships with County officials, department Directors, employees, and the general public.

Bachelor's Degree in public or business administration, or related field, and 3 to 5 years of work experience in administrative support, to include 1 to 2 years of supervisory experience. Administrative work experience in local government or public services environment is preferred, or any combination of education, training, and/or experience that provides the necessary knowledge, skills, and abilities.

Salary : $66,394 - $116,189