Clerk to the Board of Commissioners

Position Objectives

 

This position is the official, legal accountable, Clerk to the Board of Commissioners and must be appointed and duly sworn into official public office. Work involves creating, coordinating, and maintaining a permanent record of Board actions including historical and current official records. Work also involves researching various reports and activities and assuring that legally required Board operational processes and procedures are followed. The Clerk is also responsible for a variety of administrative support work. Work includes the application of considerable judgment and independent action and may include the coordination of work with others. The employee develops office management and calendaring systems and
establishes administrative functions and routines. Work requires a high level of discretion and often requires the use and handling of confidential information. The Clerk to the Board is responsible for responding to requests from the general public, the news media and County employees for information and/or services. Work is supervised by the County Manager, and is reviewed through conferences, observations, review of completed work, and overall flow of information and work projects completed.

Duties & Responsibilities

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Serves as Clerk to the Board of Commissioners and assists the County Manager in preparing agendas for Board meetings, gathering information for meeting agenda packets, and notifying Commissioners, appropriate County staff, news media and other interested parties of dates and times of Board meetings; attends Board meetings, hearings, workshops, etc., and
composes a full and accurate account of all actions taken by the governing body. May also prepare full and accurate minutes for other County boards and committees as required. Indexes and prepares minutes as historical account for public inspection; prepares follow-up correspondence to notify departments and/or individuals of actions required by Board; informs news media and/or general public of Board actions in response to inquiries or as otherwise deemed appropriate.

The Clerk to the Board is officially responsible for the County seal and retention of official records including minutes, ordinance books, records of County-appointed boards and committees, resolutions, county elected and appointed oaths, contracts, agreements, and leases, etc., in accordance with the North Carolina General Statues; prepares official copies of
documents including ordinances, resolutions and meetings minutes as adopted by the Board; certifies legal documents on behalf of the County. The Clerk is responsible for legal advertisements and must be familiar with the General Statutes that deal with advertisements in order to assure the validity of actions taken by the Board of Commissioners.
Maintains Board calendars; schedules and coordinates meetings for the Commissioners; makes travel arrangements; notifies parties of scheduled meetings; ensures availability of rooms, equipment, materials, etc.

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Maintains up-to-date information on County boards and committees, bringing to the Board’s attention the appointments that need to be made. If advertisements are required, the Clerk is responsible for these arrangements as the preparation of  letters of appointment, re-appointment and related correspondence.

The Clerk to the Board is a sworn official taking an oath of office, and may administer the oath of office that is required of other elected and appointed county officials.

The Clerk answers inquiries, providing information based on considerable knowledge of County programs and activities; ensures public access to County records as required by state public records laws and receives and follows up on complaints pertaining to County services.

The Clerk must be able to answer questions intelligently, and/or direct the public to information. about the functions of all other levels of government—municipal, state and federal.

Schedules and coordinates meetings for Commissioners and other officials as necessary, ensuring availability of rooms, equipment, materials, refreshments, etc., as requested or otherwise deemed necessary. Handles scheduling and travel arrangements. including hotel, airline and car rental reservations.

Projects operational costs and submits proposed Board budget for review, purchases. and maintains supplies and materials, monitors expenditures.

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Provides administrative support to the County Manager as needed. 

Performs other related work as required by the Board of Commissioners

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Minimum Requirements

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Four-year degree or an associate degree in public administration, finance, business or
related field with at least 2 years of experience in administrative work; or an equivalent
combination of training and experience that provides the required knowledge, skills, and
abilities.

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Desirable Training and Experience
Interpersonal Communications: Must be able to communicate with tact, judgment, empathy,
energy, and a good sense of humor, utilizing strong organizational skills. The Clerk receives.
instructions, assignments, and/or direction from multiple supervisors including all board.
members.

Language Ability: Requires the ability to listen to extensive discussions and provide a concise
summary of all pertinent data, including all legal and historical aspects. Must be able to speak to
people with pose, voice control and confidence.

Interpersonal Temperament: Requires tact, judgment, empathy, organizational skills, energy,
and a good sense of humor, and the ability to deal with a wide range of personalities and people
from varied socio-economic backgrounds. Must be adaptable and able to perform under stress
and when confronted with persons acting under stress.

Knowledge, Skills and Abilities

• Thorough knowledge of the procedures, responsibilities and operation of the Board of Commissioners and the operation of various County departments.

• Thorough knowledge of the North Carolina General Statutes and of local ordinances governing the responsibilities of the County Clerk and County government in general.

• Thorough knowledge of State open meetings and public records laws.

• Thorough knowledge of grammar, punctuation and spelling with the ability to compose effectively.

• Thorough knowledge of administrative practices and procedures.

• Must possess exceptional organizational skills.

• Skill in planning and setting up meetings.

• Skill in making and scheduling travel arrangements and decisions, including knowledge of hotel, airline, and car rental agency procedures.

• Ability to effectively express ideas orally and in writing, including composing accurate minutes, reports, and correspondence.

• Ability to exercise initiative and independent judgment in the application of standards to a variety of work situations and to organize and plan work to meet deadlines in a variety of situations.

• Ability to exercise considerable tact and courtesy in frequent contact with public officials, news media representatives, and the general public, including irate citizens.

 

Special Requirements
Must be a Certified Notary Public or have the ability to obtain certification. Must be willing to attend the North Carolina Association of County Clerks professional development classes and district and state meetings.
Possess a valid driver’s license in the State of NC

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Benefits

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Benefited after 90 days

Medical, dental, and life insurance
Sick, vacation, and holiday pay
Membership in the Local Government Retirement System

Supplemental retirement 401k/457