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Board Records Specialist, Senior

Category: Classified
Pay Grade: C23 
Job Code: 18776  

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 listed in the job description, but which may be reasonably considered to be incidental to the performance of the job functions.  

JOB SUMMARY

This is a lead worker role comprised of duties assigned within the Board Records Department that include working closely with the leadership team, providing training to and supporting team members, drafting training materials, attending board meetings as needed, editing minutes, administering a contracts management system and monitoring contract status, conducting all aspects of the Value Adjustment Board process, ensuring the Board of County Commissioner meeting requirements are complete, processing home solicitation permits, responding to customer inquiries and records requests, intaking of dock permit applications and fees, as well as opening and closing tills.

Essential Job Functions

• Develops and implements training programs for new and existing staff, including creating training materials and guides;
• Maintains and updates training programs, materials, and guides; 
• Assists management in planning and assigning work to staff;
• Reviews the work product of staff recording and preparing minutes for various boards and commissions;
• Develops, maintains, and updates policies and procedures in conjunction with management;
• Advises staff on technical or legal terminology; 
• Ensures that pertinent data is included in minutes and that information is accurately reflected as a matter of public record;
• Provides support to staff by recording, transcribing, and preparing minutes for various boards and commissions as needed; 
• Prepares follow-up agendas summarizing actions taken by the Board of County Commissioners; 
• Administers the oath, attests the Board of County Commissioners Chair’s signature, and provides certified copies of documents upon request; 
• Types portions of verbatim transcripts from meetings for legal uses and certifies their accuracy; 
• Maintain a repository of contracts for all county departments;
• Process home solicitation permits and dock permits;
• Administer the Value Adjustment Board process;
• Open and close tills;
• Ensure Board of County Commissioner process is complete prior to and after meetings;
• Knowledge of utilizing software for recording meetings and hearings;
• Respond to and complete records requests;
• Performs other related job duties as assigned. 
  

QUALIFICATIONS

Education and Experience:

Professional experience in highly automated computer systems completing technical work.

A degree in business, management, public administration, journalism, communications, or a related field.

An associate degree as described above, coupled with a minimum of two (2) years of secretarial or advanced clerical experience to include contract management and board reporting, or a bachelor’s degree as described above 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.
• 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.
• Knowledge of managerial best practices, sound customer service practices and procedures, business English, spelling, and arithmetic.
• Skilled in composing minutes, typing accurately at a reasonable rate of speed, and reviewing minutes and documents for completeness and accuracy to facilitate the recording and transcription /summarization process.
• Ability to develop business cases and requirements, coordinate testing and implement and maintain related activities for various software applications.
• Ability to effectively manage employees including hiring, training, supervising personnel, as well as evaluating and coaching subordinate staff on performance.
• Ability to compose and implement employee development plans and performance measures, manage employee schedules and timekeeping, and administer compliance with Personnel Rules and Regulations to subordinates.
• Ability to develop and maintain a department Continuity of Operations Plan (COOP) to ensure business needs are met during an emergency.
• Ability to develop and maintain department business plan including process improvement initiatives, budget, goals, and procedures.
• Ability to prepare professional reports and presentations.
• Ability to promote and maintain effective departmental and internal and public working relationships.
• Ability to express oneself clearly and concisely, orally and in writing and present a calm demeanor in complex or difficult situations.

Physical/Mental Demands

The work is light work which requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects. Additionally, the following physical abilities are required:

• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Visual ability: Sufficient to effectively operate office equipment including copier, computer, etc.; read and write reports, correspondence, instructions, etc.
• Hearing ability: Sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear a recording on a transcription device.
• Speaking ability: Sufficient to communicate effectively with other individuals in person and over the telephone.
• Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
• Talking: Expressing or exchanging ideas by means of the spoken word, including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

WORKING CONDITIONS

Work is performed in a dynamic environment that requires me to be sensitive to change and responsive to changing goals, priorities, and needs.