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Douglas County  1980
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*BOARD ASSISTANT
Pay Range GC17

INTRODUCTION

This classification performs specialized duties to assist the Board of Commissioners by performing clerical, technical, and office management functions; supervise support staff; perform research, compile data; serve as liaison between Board, county departments, advisory boards and outside agencies.

EXAMPLES OF PRINCIPLE DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples.)

1. Schedule and maintain master appointment calendar for the Board. Inquire purpose of meeting and advise each Board member of background information in preparation of scheduled meetings; provide reference material; recommend need for meetings.

2. Interpret County and departmental policy and procedure to department heads, public officials, employees, and the public. Research, obtain information, give direction.

3. Assemble information and prepare agenda for Commissioner's weekly public meeting. Screen items submitted; relay Board's position on issues; approve or reject agenda items; review for completeness and accuracy. Advise the Board of discrepancies and/or controversy of pending agenda submissions. Research and record agenda information for public dispersal with brief description on background information on items of importance.

4. Assume responsibility for managing the office of the Board of Commissioners which includes: act as liaison between department and the public providing information requiring extensive knowledge of departmental policy and procedure; maintaining personnel, financial, statistical, inventory and other responsible records; develop office procedures; assist in budget preparation.

5. Review and distribute mail. Assign to appropriate Commissioner; provide recommendation on response or action and update on current status.

6. Supervise clerical support staff and is involved in selection, training, and evaluation of employees; plan, organize assign, coordinate and review work of clerical staff; devise and suggest new procedures and changes in work flow.

7. Perform research, draft letters, reports, orders, resolutions, notices, and other materials of an important or confidential nature as requested by the Board.

8. Process petitions for the formation, annexation or withdrawal of special districts.

9. Attend meetings or hearings and prepare minutes; may participate in the absence of the Commissioner.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED BY THIS POSITION

Knowledge of: Thorough knowledge of modern practices and methods of office management; thorough knowledge of business English, spelling, grammar, composition; considerable knowledge of recordkeeping methods; considerable knowledge of County operations, policy and procedures to answer questions, provide services, and serve as liaison for Board; reasonable knowledge of Oregon Revised Statutes that affect municipal government. Skill in: Use of complex office equipment which includes automated equipment and systems; processing information on a computer; taking and transcribing dictation either manually or by machine. Ability to: Communicate effectively in both oral and written form; plan, organize, and supervise clerical support staff; adjust to priority changes and remain calm and use good judgment during confrontational or high pressure situations; interpret policy and procedures to employees and the public; maintain confidentiality; make decisions independently in accordance with established policies and use initiative and judgment in carrying out tasks and responsibility; establish and maintain records, reports, and statistical data; courteously meet and deal effectively with other employees, all county department heads, legislative and congressional representatives, federal, state and city agencies, public agencies, advisory boards, committees, private businesses, contractors, consultants and the public.

Education, experience and training: Five years clerical experience of a progressively responsible nature, two years of which must have been in public setting, which includes supervisory experience OR a satisfactory equivalent combination of education, experience and training.

SUPERVISORY CONTROLS OF THIS POSITION

Responsibilities are fulfilled under broad policy guidelines provided by a governing body. The board assistant works independently, uses sole discretion and is given very minimal supervision.

GUIDELINES

Work is performed within departmental policy and procedure; federal, state, and county statute, rules, regulations and ordinances; personnel rules; various administrative reference material; office management reference material; secretarial handbooks. Employee uses seasoned judgment, initiative, and experience in interpreting guidelines and contributes to modifications of existing guidelines by recommending changes or adapting guidelines to problems encountered.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment; work is generally sedentary and requires hearing voice conversation and keyboarding.

 
   
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