Job description

DOUGLAS COUNTY

• Position: Clerk of the Board
• Department: Board of Commissioners
• Reports To: Board of County Commissioners
• FLSA: Exempt
• Affiliate: Excluded in Bargaining Unit
• Salary Range: 12; $6,065-$6,877

OVERVIEW
Position is responsible for providing administrative support to the Board of County Commissioners (the “Board”) and performs statutory duties of Clerk of the Board per RCW, including but not limited to coordination of office operations, preparing and maintaining the official record for the Board, monitoring and coordinating scheduling for the Board. The incumbent’s responsibility requires independent judgement, discretion, and frequent contract with other public officials, county personnel, public agencies, and the general public. Position may be assigned special projects relating to policy and budget. The Clerk of the Board must maintain a high degree of confidentiality and be a self-motivated.

ESSENTIAL JOB FUNCTIONS

• Provide complete confidential administrative support to the Board and/or as assigned to the Board’s management staff or work groups.
• Prepare and maintain meeting and hearing minutes; index and scan official records; file and record documents legal documents; schedule appointments, meetings and hearings; prepare agendas; process public notices; carry interoffice mail for Waterville and East Wenatchee offices; and general office duties for the Board.
• Advanced file management, organizational skills, written and spoken English, and grammar applications. Assist in the development of Resolutions and Ordinances to further progress the County Legislative goals and initiatives.
• Daily management of the County Legislative office of the Board.
• High security clearance is required and the ability to maintain confidentiality collectively and individually for legally defined issues related to local governments.
• Work closely with the Prosecutor and other Elected Officials, determine the difference between confidential and public record information in cooperation with the Records & Risk Manager along with the Prosecutor, and respond to public record requests.
• Monitor and report status of the Board’s budget(s) and perform notary services.
• Responsible for the official books of record for the Board and supporting documentation.
• Organize and plan multiple tasks and responsibilities, and perform responsible and complex work involving the use of independent judgment and personal initiative.
• Ability to meet requirements related to a one-person staff with three equal elected executives.
• Utilize RCW’s, WAC’s, MRSC and other resource materials as needed. Understanding of the Open Public Meeting Act and Public Records Act.
• Ability to perform duties in a fast pace highly political and visible environment with tact and accuracy. Ability to multitask using specialized AV equipment, multiplatform technology and software systems simultaneously.
• Perform other duties and act as backup for other department divisions as directed or required.
• Manage the Countywide surplus and inventory program, completing necessary audits of inventory and process for biyearly surplus of county inventory.
• May serve as the Clerk for a variety of boards and commissions under the direction of the Board of Commissioners. Specifically, the Douglas County Regional Council, Douglas County Employee Disability Benefits Board. Serve as the grant manager for the Distressed Counties Sales and Use Tax and Low Income Housing Grants.
• Supervises the Deputy Clerk of the Board by assigning work, approving schedule, leave, performance evaluations, and improvement plans.
• This list is illustrative and not a comprehensive listing of all functions and tasks performed in this

KNOWLEDGE, SKILLS, AND ABILITY REQUIREMENTS

• Federal, State, and local policies related to County Government and administration procedures and operations.
• Advanced ability to communicate effectively, both orally and in writing.
• Advanced skills with computers and software with an emphasis in the MS Office Suite.
• Establish and maintain effective working relationships and good public relations with other employees, agencies, property owners, and the general public.
• Relate positively with co-workers, elected officials, public and private individuals and agencies.
• Effectively dealing with people who may be emotionally charged by issues and information.
• Gathering, analyzing, and interpreting data into usable formats.
• Maintain composure under stressful situations and provide problem-solving techniques.
• Maintain a confidential status and process confidential written and verbal information.
• Explain complex issues in a simple understandable manner.
• Project a positive, professional image for self and the County.
• Work independently in a regularly high stress environment.
• Meet deadlines while maintaining flexibility necessary to accommodate any given situation.

SUPERVISORY RESPONSIBILITY

• This position supervises the Deputy Clerk of the Board within with the authority under the Douglas County Personnel Policy. The position may formulate, develop, and / or establish institutional policy. Manages, administers, and controls a program along with a substantial responsibility for legislative relations, public information, and internal audits.

PHYSICAL REQUIREMENTS / WORKING CONDITIONS

• Actions of the Clerk of the Board may reflect on the integrity of Douglas County, Legislative Authority, and those who provide input and comment upon the actions of the Legislative Authority.
• Work is highly independent in an office setting with extended periods of sitting, standing, bending, kneeling, walking, and lifting (up to 40 pounds waist high).
• Driving and walking outdoors on uneven terrain in a variety of weather conditions and climbing a three to four-foot ladder to file storage boxes.
• Overtime, evening, weekends, holidays, out of town travel may be required; and shifts with and without advance notice when regular Board sessions run late and/or when required to attend an evening meeting or hearing.
• Environment may be stressful in striving to meet deadlines.
• May work an alternative schedule at the sole discretion of the County.

LICENSES, CERTIFICATES AND OTHER RECRUITING REQUIREMENTS
(The County may, at its discretion, consider combinations of education, experience, certifications, and training in lieu of specifically required qualifications contained herin.)

• An AA Degree in Business or a Business College Certificate or a High School Diploma or GED and a minimum of five (5) years of experience in a comparable setting may be considered in lieu of degree or certificate.
• Preferred three (3) years of work experience would include support level for a mid to upper management position with a high level executive assistant background.
• Preferred Certified Municipal Clerk or Master Municipal Clerk certification; and/or willingness to obtain certification within 4 years of employment.
• Prior experience with entities working with RCW’s, budgeting, accounting, and reporting systems preferred.
• A valid Washington State Drivers License and available transportation is required.
• A background security check may be required if a job offer is made.

CLOSING STATEMENT
This job description does not constitute an employment agreement between the employer and employee and is subject to change as the needs of the employer and requirements of the job change.

Job Type: Full-time

Pay: $6,065.00 - $6,877.00 per month

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Relocation assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Ability to commute/relocate:

• Waterville, WA 98858: Reliably commute or planning to relocate before starting work (Required)

License/Certification:

• Driver's License (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person

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