Clerk of the Board

Under general direction from the Board of Supervisors and the County Administrator, performs work of considerable difficulty in executing the functions of the Clerk of the Board of Supervisors as described in ARS 11-241; manages support and clerical office staff; the employment relationship of incumbents in this position is “at will”, and as such, the employee may be terminated at any time, for any reason, with or without cause; this position has countywide responsibility.

(Illustrative Only) Answers general and non-routine questions from County departments, other agencies, and the public concerning Board actions and County functions; manages records in the office of the Board of Supervisors (BOS); performs highly sensitive and complex clerical and administrative duties, including coordinating and managing special projects, special program activities, record keeping, research, analysis, and providing technical assistance to the Supervisor(s); supervises and directs the preparation, publishing and posting of Board meeting agendas for the Board of Supervisors meetings; attends the meetings of the BOS, recording the meetings and preparing accurate minutes in a timely matter; performs executive support functions, requiring understanding of County government operations, open meeting laws and County services; assures contracts, RFP’s, appeals, petitions and other documents submitted to the BOS for consideration are accurate, timely and in proper legal format; supervises the processing of a variety of license applications, contract and bid submittals, appeals and petitions and serves as the Clerk of the Board of Equalization; supervises, selects, evaluates, trains and disciplines assigned staff; maintains calendars, coordinate complex meeting and travel schedules including meeting rooms and resources, develops action item lists; takes notes and transcribes minutes of regular session and confidential executive session meetings; coordinates the recording and transcription of all minutes for the Board meetings; develops and implements policies and procedures for the BOS; conducts research, prepares resolutions and publishes public notices as required; researches and answers general and non-routine inquiries from the public and county employees about the operation of county government in a courteous, efficient and timely manner; compiles filings from Special Taxing districts with the county and timely files those documents with the appropriate agency; serves as the Clerk of the Board for Special Taxing districts for which the BOS serves as the Board of Directors; assists with special projects as assigned; plans, coordinates and evaluates departmental activities and projects; ensures compliance with Department directives; participates in all personnel related activities for the Department; represents the Department on various county committees, boards, and other functions; regular and reliable attendance is required; performs other duties as assigned.

Knowledge of County policies and procedures; statutory duties of the Clerk of the Board, including records retention, preservation, and recording; County government operations, organizations, procedures and policies; Arizona Open Meeting Law and statutory notice requirements; principles and practices of office administration, management and supervision; computers and other office machines; budget and financial control procedures; principles of effective communication including public speaking, and report writing; transcription of minutes.

 

Skill in analyzing and evaluating administrative needs, identifying problems, and developing feasible solutions; providing effective customer service; maintaining confidentiality; handling discrete and sensitive issues; taking minutes and preparing same; computer operations and software such as word processing, spreadsheets, graphics, etc.

 

Ability to follow written and verbal instructions. Ability to communicate effectively verbally and in writing; define problems, collect data, establish facts and draw valid conclusions; make effective and persuasive speeches and presentations on controversial or complex topics to top management or public groups; analyze difficult situations, problems and data and use good judgment in decision-making; establish and maintain effective working relationships with employees, other agencies, and the public; lift 25 lbs. perform the essential functions of the job specifications with or without a reasonable accommodation.  

 

The usual and customary methods of performing the job’s functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity.  Generally the job requires 60% sitting, 20% walking and 20% standing.  Working at a computer monitor for extended periods required. The job is performed under minimal temperature variations and in a generally hazard free environment.