Listing Summary

Job Summary

The Deputy County Clerk assists the County Clerk in managing and maintaining official records, supporting the Board of Commissioners, and ensuring compliance with applicable laws and regulations. This position performs a variety of administrative and clerical duties, including preparing agendas, transcribing meeting minutes, handling public inquiries, and maintaining records.

Essential Functions

• Agenda Management: Assists in the preparation and distribution of meeting agendas for the Board of Commissioners, ensures all supporting documentation is assembled and accurate.
• Meeting Support: Attends Board of Commissioners meetings, workshops, and executive sessions to record and transcribe minutes. Ensures minutes are accurate and distributed in a timely manner, in the absence of the County Clerk.
• Document Management: Prepares, organizes, and maintains official documents, including resolutions, ordinances, contracts, and other legal documents. Ensures documents are properly filed and easily accessible.
• Public Records: Handles public records requests in compliance with the Open Records Acts, including retrieving and providing requested information to the public, media, and other stakeholders.
• Communication: Responds to inquiries from Commissioners, County staff, the public, and other agencies. Drafts correspondence and manages outgoing and interoffice mail.
• Compliance: Ensures all County ordinances and resolutions are codified and updated as required by law. Maintains records of official actions taken by the Board of Commissioners.
• Website Management: Posts agendas, minutes, and public notices on the County website. Prepares and updates webpage content as needed.
• Administrative Support: Assists the County Clerk with various administrative duties, including scheduling meetings, managing calendars, preparing reports, and maintaining office supplies inventory.
• Special Projects: Assists with special projects and perform other related duties as assigned by the County Clerk.
• Other related duties as assigned.

Knowledge, Skills and Abilities Required for Job Performance

Any combination of education, training, and experience that provides the required knowledge and skills is acceptable.

Ability to read and speak in the English language

Ability to work under stress and deal tactfully and courteously with the general public.

Knowledge of County ordinances.

Knowledge of government functions at the federal, state, and county level.

Demonstrated competence in recordkeeping and filing techniques.

Demonstrated competence in the use of computers and related software applications.

Ability to prepare and maintain accurate reports and records.

Ability to communicate clearly and effectively in oral and written communication.

Minimum Qualifications

• Education: High school diploma or equivalent required. An Associate’s degree in public administration, business administration, or a related field is preferred.
• Experience: At least three (3) years of clerical or administrative experience, preferably in a governmental setting. Experience with records management and public meeting procedures is a plus.
• Skills:
  • Strong organizational skills and attention to detail.
  • Excellent written and verbal communication skills.
  • Proficiency with Microsoft Office Suite and other office software.
  • Ability to manage multiple tasks and prioritize workload efficiently.
  • Strong interpersonal skills and customer service orientation.
  • Familiarity with local government operations and public records management.

Working Conditions/Physical Demands

• Environment: Work is primarily performed in an office setting. May require attendance at evening or weekend meetings.
• Physical Demands: Ability to sit, stand, and walk for extended periods. Manual dexterity for operating office equipment. Occasionally lift and/or move up to 25 pounds.
• Schedule: Regular full-time position. Occasional extended hours may be required based on the scheduling of meetings and project deadlines.

Supervisory Controls

The County Clerk provides general instructions and guidance. Work is reviewed for compliance with procedures, accuracy, and adherence to established policies and regulations. This job description outlines the key responsibilities, qualifications, and working conditions for the Deputy County Clerk position, ensuring it is comprehensive and appropriate for supporting the Board of Commissioners effectively.