Pay Range GC17
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.
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.
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
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
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.
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.