Department: Madison County Board of Commissioners
Job Status: Full-Time
Days Worked: Mon., Tue., Wed., Thu., Fri.
Status: Until Filled
Details: This is a full-time position. Wage $20.30-$23.57 DOE
Position Overview
Work Unit Overview: The Board of Commissioners manages the overall aspects of the County, including but not limited to oversight and approval of the County’s budget; leadership and supervision of all County employees that are not managed by other elected officials, including Department Heads; conducts weekly meetings to address and resolve County issues, including employee and citizen’s concerns; provides management and general oversight in building and maintenance of all County roads; and provides for the general health and welfare of all County residents.
Job Summary: The Commission Office Clerk works closely with the Assistant to the Commissioners to help process the flow of information to the Commissioners and other individuals as necessary. The position provides clerical support to the Commissioners’ Office and assists with the secretarial duties including drafting and presenting written minutes for weekly Commission meetings and other meetings as requested. This position assists with answering and directing calls, processing and distributing mail, making copies, responding to office email, sorting/filing, and maintaining office files, maintaining office inventory, and assisting with other everyday office procedures.
Job Responsibilities
• Perform clerical duties such as answering phones, referring messages, greet and direct walk in traffic, provide necessary forms and documents. • Assist in receiving and distributing incoming mail and processing outgoing mail according to established procedures to ensure proper parties obtain mail in a timely manner. Copy, package, and distribute a variety of materials as requested. • Ability to use office equipment to check emails, send faxes, and make copies. • Ability to handle stressful situations and multiple tasks with timeliness. • Ability to prepare and distribute agendas, attend and take minutes of meetings, summarize and type minutes of meetings from electronic recordings or handwritten notes, and distribute minutes to appropriate persons. • Ability to draft and present written minutes and other correspondence using proper English grammar, spelling and punctuation. • Assist in scheduling Commission meetings or appointments, conferences, and conference calls; refer matters to the appropriate staff personnel; track progress to insure timely reply as needed. • Ability to answer a variety of routine and semi-technical questions related to the organization, functions, procedures, regulations, and programs of the agency after determining that information may be given; answer inquiries for complaints which do not need policy interpretation or expertise. Handle requests for information appropriately and use judgment in handling sensitive information by adhering to department rules of confidentiality. • Assist in maintaining a variety of files and records. • Compose, type and edit a variety of correspondence, reports, memoranda, minutes, and other material necessary to conducting county business and ensure that content is accurate and complete. • Assist in maintaining calendars and setting up appointments for the County Commissioners; confirming or rescheduling appointments based on mutual agreement and knowledge of their work schedules; notify appropriate persons and interested parties of rescheduled appointments, anticipate the need of reference materials to be used by commissioners and/or participants and assemble materials for their use, brief employees of the nature of appointments prior to their scheduled meetings if requested. • Attend evening meetings as necessary. • Airport Board duties include: o Perform general duties, including answering telephone calls, independently scheduling conferences, meetings or appointments; referring matters not needing the personal attention of Airport Board to the appropriate staff personnel; track progress to insure timely reply by supervisor or staff as needed. o Answer a variety of routine and semi-technical questions related to the Airport Board functions, procedures, regulations, and programs of the Airport Board. o Prepare and distribute agendas, attend and take meeting minutes, accept and record evidences, summarize and type minutes of meetings from electronic recording devices or handwritten notes, distribute minutes to appropriate persons, type public announcement for public release. o Compose letters, memoranda, correspondence, summaries or notices; type and distribute materials according to subject matter or routing and mailing procedures. Examine sentence structure, grammatical construction, lay-out, format, punctuation and spelling. Provide edits of documents and communication completed by others. o Create and/or change program forms, prepare other documents as needed. • May assist the Road Supervisor with clerical needs such as, gravel pit documentation and reporting.
Knowledge, Skills and Abilities
Knowledge, Skills, Abilities
• The job requires skill in operations of computers, keyboards, and office machines. • Attention to detail in conveying accurate information in a timely fashion. • Ability to work well with the public, handle multiple tasks at once, meet deadlines, deal with conflicting parties or controversial issues, and communicate well both orally and in writing. • Ability to research, analyze and present data. • Ability to manage time and workload effectively, meeting deadlines and coordinating with colleagues, other agencies, developers, elected and appointed officials, citizens, and others. • Must be well organized, people-oriented and able to communicate effectively using various methods, email, telephone and in person. • Knowledge of office procedures including numeric and alphabetical filing processes, business English, spelling, composition and grammar, and basic math. • Ability to use computer(s) and keyboards effectively and proficiently, use proper grammar and spelling; read and interpret ordinances, resolutions, and policies.
Physical Requirements
• Constantly required to use hands. • Frequently required to sit, talk, write, listen, and read. • May infrequently be required to stand, walk, and reach with hands and arms. • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and depth perception. • Infrequently required to lift and/or move up to 25 pounds. • The noise level of the office is usually moderate. • May involve occasional travel by auto to attend meetings or trainings.
Education Requirements
The job requires education and experience equivalent to graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, and bookkeeping and two (2) years of increasingly responsible related experience. Equivalencies include an associate degree with course work in public administration, political science, and one (1) year of related experience.
Disclaimer
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
Criminal Background Investigation is required as part of the Conditional Offer of Employment. ADA/EOE/AA/Veteran's Preference Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law.
Testing: Individual hiring departments at Madison County may elect to administer pre-employment tests/screenings, which are relevant to essential job functions.
Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at Madison County, as legally required (e.g., Form I-9).
Job Notice: The responsibilities outlined in this job notice have been designed to indicate the general nature and level of performance for this position. It is not designed to contain or be interpreted as an exhaustive list of all responsibilities and qualifications required of employees assigned to this position.
Madison County is an Equal Opportunity Employer. Madison County does not discriminate on the basis of age, race, color, national origin, religion, creed, disability, marital status, sex, political belief (in government) or retaliation.
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