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Clerk of the Board

Company: Grays Harbor County Sheriff
Location: Aberdeen
Posted on: June 9, 2021

Job Description:

Summary

Responsible to serve as Clerk of the Board by performing the statutory duties as set forth in the Revised Code of Washington. Performs upper level secretarial functions to manage the Board of County Commissioners' (BOCC) legal requirements, appointments and assignments on a daily basis. Provides professional, responsible, and confidential administrative support to the BOCC and County Departments.

Essential Duties

  • Works independently with minimal supervision and direction in anticipation of BOCC needs on broad and various issues.
  • Provides administrative assistance to the Board of County Commissioners. Plans, coordinates, compiles and schedules BOCC meetings, agendas, public hearings, and work sessions. Responsible for compilation of the minutes for Board proceedings in absence of the Deputy Clerk of the Board. Schedules other meetings and appointments for the Commissioners; makes travel arrangements and submits registration vouchers as required. Prepares, drafts, and types correspondence/memoranda for Commissioners review and signature. Prepares resolutions, ordinances, and contracts and coordinates review with legal counsel. Obtains, researches and compiles information needed by the BOCC for administrative use and decisions with little direction as to the nature or purpose of information desired being communicated. Schedules hearings and prepares necessary documents for the BOCC. Maintains a filing system within the Commissioner's office.
  • Receives, screens, and responds to visitors and telephone calls for the County and the Commissioners' office; answers citizen and employee questions as appropriate; directs calls and individuals to the appropriate departments as required.
  • Provides general policy and procedural direction to other departments as requested.
  • Prepares, monitors, and reviews departmental budgets for the Commissioner's Office, Boundary Review Board and Drainage District No. 2, and other funds and budgets as may be assigned from time to time. Prepares and submits payroll and accounts payable vouchers for all assigned funds.
  • Monitors, tracks and notifies the Board of County Commissioners of impending contract termination dates; prepares draft contracts; prepares necessary communications to effect the renewal/negotiations process to meet required timelines.
  • Supervises and directs the work assignment and training for the clerical positions in the office, including but not limited to the Receptionist, Executive Secretary and/or Deputy Clerk of the Board.
  • Serves as Clerk of the Board for the Boundary Review Board (BRB) which requires competent and courteous contact with public and other government officials. Receives reviews and processes Notice of Intentions for annexation. Schedules meetings and hearings for the BRB and creates the minutes and agendas. Must possess a high level of organizational skills and be well versed in understanding the rules and regulations (RCW) specific to BRB rules and functions.
  • Independently coordinates multiple tasks from various departments and provides direction and training on those processes.
  • Web maintenance including weekly updates to Commissioners' home page, adopted minutes, agendas and archived packets, draft ordinances, code, and information on Boards and Committees.
  • Performance of complex administrative research and special project work.
  • Acts as custodian of official record of the Commissioners' proceedings per statute by affixing the official county seal and attest to the proceedings of the Board of County Commissioners.
  • Determines dates for public hearings and bid openings, processes notifications, legal publications and postings as provided by RCW and/or Charter.
  • Digitizes, indexes and files permanent records. Oversight for digital storage and recording process for all documents pertaining to Commissioner activities. Manage records retention in compliance with the State schedule.
  • Responds to requests for information from citizens, County departments, or outside agencies.
  • Provide reception duties as required.
  • Works with Prosecuting Attorney's to assure compliance with laws and policies and to schedule Executive Sessions.
  • Responsible for all documentary evidence, official memoranda, resolutions, ordinances, contracts and agreements produced at meetings. Utilizes systems for indexing, filing, destroying and archiving materials.
  • Responds to media and public regarding Board of Commissioners official actions. Assist other departments and public in clarifying procedures of the Board.
  • Requires attendance at occasional evening meetings.
  • Other duties as assigned.

Qualifications

Knowledge, Skills and Abilities:

Knowledge in:

  • Pertinent federal, state, and local laws, codes and regulations governing County government
  • Records management practices and procedures including archival requirements
  • Business English including composition, spelling, grammar, punctuation and letter format
  • Clerical and administrative procedures, practices and policies
  • Modern office procedures, methods and equipment including computers and related software
  • Principles of business letter writing, research and report preparation

Skilled in:

  • Prioritizing, multi-tasking and attention to detail and accuracy.
  • Use of current and up to date office equipment.
  • Research techniques.
  • The use of Microsoft Word, Excel, Outlook.
  • The use of proper use spelling, punctuation and rules of grammar.

Ability to:

  • Take detailed, accurate notes and prepare minutes
  • Conduct research, gather and analyze information and data
  • Prepare clear and concise reports
  • Make independent decisions in accordance with established policies and guidelines
  • Use initiative and judgment in carrying out tasks and responsibilities with only general instructions and guidance
  • Operate a variety of standard office equipment and computer software programs for word processing, presentations, database management, spreadsheets, recording and web posting
  • Respond to requests and inquiries from the public
  • Understand and follow oral and written instructions
  • Meet attendance standards necessary for successful job performance
  • Communicate clearly and concisely, both orally and in writing
  • Establish and maintain effective working relationships
  • Work independently and prioritize tasks to meet deadlines while maintaining high standards for accuracy, completeness and efficiency in the preparation of documents
  • Work with office staff to meet departmental goals and deadlines
  • Research and compose correspondence, legal documents, news releases, legal notices and other specialized documents

Physical Demands and Environment

Primarily in an office setting. Requires sitting, standing, walking, stooping, bending, kneeling, crouching, reaching, pushing, pulling, twisting and the ability to lift up to 20 pounds; requires finger dexterity, sense of touch, and the ability to grip with fingers and hands; ability to see, hear voice conversations and to speak.

Education and Experience: (Required)

  • Associates degree or two years of college.
  • Five years of related experience in progressively responsible positions, preferably in local governmental entity work
  • OR an equivalent combination of education and experience, which would provide the required knowledge and skills required of the position.

Education and Experience: (Preferred)

  • Bachelor of Arts or Bachelor of Science.
  • Experience working with RCW's and WAC's.
  • Prior public entity experience.

Certificates, Licenses & Registrations:

  • A valid Washington State Driver's license and acceptable driving record.
  • Ability to obtain and maintain Defensive Driving certification.

Keywords: Grays Harbor County Sheriff, Tacoma , Clerk of the Board, Other , Aberdeen, Washington

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