Board Records Specialist
Category: Classified
Pay Grade: C19
Job Code: 18774
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
JOB SUMMARY
This is a role within the Board Records Department that performs highly advanced clerical work, board reporting, record keeping, and administrative functionalities and offers variety, potential for growth, and an opportunity to work in a collaborative environment. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)
- Provide support and assist with all departmental duties at the discretion of leadership;
- Maintain official documents in a contract database, process Board minutes, and distribute Board orders;
- Review documents for recordability;
- Handle, count, and reconcile cash and process payment transactions;
- Advertise public hearings for the Board of County Commissioners and other departments;
- Process home solicitation permits;
- Prepare County ordinances for filing at the State Capitol;
- Assist with various aspects of the Value Adjustment Board and Floodplain Management Program processes;
- Attend and record meetings and hearings to capture the official record;
- Daily interaction with citizens, employees, and officials using various forms of communication including email, phone, virtual, and in-person to address inquiries and complaints;
- Research and verify information to ensure the accuracy of records and meeting summaries;
- Prepare verbatim transcripts and compose meeting minutes;
- Complete post-meeting processes;
- Assignment to work a variety of work schedules, including compulsory work periods in special, emergency, and/or disaster situation;
- Perform other related job duties as assigned
QUALIFICATIONS
Education and Experience:
Associate’s degree in public or business administration, education, or a related field; or two (2) years of administrative office experience: or an equivalent combination of education, training, and/or experience.
Special Qualifications (May be required depending on area of assignment):
- Assignment to work a variety of work schedules, including compulsory work periods in special, emergency, and/or disaster situations.
- Proficient in Microsoft Office suite. Intermediate or higher-level experience.
- Proficiency in business English, spelling, math, and good customer service techniques and protocols.
- Intermediate or advanced proficiency with Adobe applications and Microsoft Office 365.
- Extensive analytical skills to ensure accuracy and integrity of transactions, documentation, and processes.
- Other highly desirable knowledge, skills, abilities, and credentials relevant to a position.
Knowledge, Skills, and Abilities
- Knowledge of applicable laws, rules, regulations, policies, and procedures applicable to the Board Records Department;
- Ability to utilize standard office equipment;
- Ability to accurately type at a rate of 55 words per minute;
- Ability to comprehend and execute moderately complex written and oral instructions;
- Ability to independently work on complicated tasks, assess and resolve administrative issues, and provide recommendations or assistance.
PHYSICAL/MENTAL DEMANDS
The work is light work which requires exerting up to 50 pounds of force occasionally, and/or up to 50 pounds of force to move objects. Additionally, the following physical abilities are required:
- Balancing: Maintaining body equilibrium to prevent falling while walking, standing or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
- Sitting: Remaining in a seated position for extended periods of time.
- Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Grasping: Applying pressure to an object with the fingers and palm.
- Handling: Picking, holding, or otherwise working, primarily with the whole hand.
- Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction.
- Ability to receive detailed information through oral communication, and to make the discrimination in sound.
- Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
- Reaching: Extending hand(s) and arm(s) in any direction.
- Repetitive motion: Substantial movements (motions)of the wrist, hands, and/or fingers.
- Speaking: Expressing or exchanging ideas by means of the spoken work including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
- Talking: Expressing or exchanging ideas by means of the spoke work including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
- Visual Acuity: Having close visual acuity such as color differentiation, depth perception, and adequate field vision.
- Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
WORKING CONDITIONS
Work is typically performed in a dynamic environment that requires sensitivity to changing goals, priorities, and needs as well as adaptability to shifting departmental requirements.