Deputy Clerk Of Board - Board Of Supervisors (Prescott)

Salary: $61,314.72 - $78,176.26 Annually
Location : Prescott, AZ
Job Type: Full Time - Exempt
Job Number: 202301141
Department:Board of Supervisors
Opening Date: 12/28/2023
Closing Date: 1/10/2024 5:00 PM Arizona
Role
Under general direction, performs specialized administrative duties assisting in the administration and overall operation of the Clerk of the Board's Office.
Major Duties, Responsibilities

• Develops agendas, minutes, and records that require permanent document maintenance in accordance with Arizona Revised Statutes and Arizona State Library and Archives practices. Organizes and conducts virtual meetings for the Board of Supervisors and maintains public access to information.
• Oversees daily activities of the office and ensures compliance with appropriate governing authorities.
• Performs Technical decision-making and works closely with the Board of Supervisors, Department Heads, County Attorneys. Plans, prioritizes, and assigns tasks to expedite office workflow. Assists Clerk with budgeting and office management.
• Develops and implements departmental policies and procedures. Plans short and long-term programs. Develops procedures/seminars and provides training to County staff.
• Operates digital contract management for the County and provides record management for the office.
• Manages the administration process of the Board of Equalization Hearings, including correspondence with State Officials and the community.
• Organizes and conducts public auctions on behalf of Board of Supervisors for sale of Tax Deed Property held by the State of Arizona.
• Reviews documentation on behalf of the office and other departments for accuracy and compliance with Arizona Revised Statutes. Prepares and publishes notices to the public required under Arizona Revised Statutes.
• Provides statutorily required services and support to Special Taxing Districts, including researching, preparing memos, reports, data, and other informational materials.
• Responds to inquiries and complaints regarding matters before the Board of Supervisors and functions of County departments or ensures that such inquiries and complaints are referred and responded to by appropriate staff members. Responds to Public Records Requests (Freedom of Information Act Requests).
• Acts as back-up for the Clerk of the Board in meetings and trainings. Drafts and composes Resolutions and Proclamations in the absence of the Clerk of the Board. Composes correspondence and reports for official signature as directed by the Clerk of the Board.
• Performs other job-related duties as assigned.

Minimum Qualifications
Education:
Associate's Degree in Public Administration, Records Management, Business Administration, or related field or equivalent.
Experience:
A minimum of three (3) years of increasingly responsible experience in public administration and/or records management. An equivalent combination of directly related work experience and education may substitute for the degree requirement on a year-per-year basis.
Additional Requirements:
Must possess a valid Arizona driver's license. Certified Municipal Clerk (CMC) within three (3) years of hire. Certified Arizona Election Officer within three (3) years of hire. Notary Public Certification within three (3) years of hire.
Other Skills
Required Knowledge, Skills, and Abilities:
Knowledge of:

• Operating policies and procedures and general practices of County departments.
• Functions, operating procedures, and legal requirements of a County Board of Supervisors.
• Open Meeting Law and principles, practices, and methods of public records management.
• Arizona Revised Statues, involving counties, elections, public officers, public records, and special taxing districts.
• Principles and practices of office management related to staff and work assignment, coordination, and oversight.
• Staff development, including assistance in selection, training, direction, coordination, and coaching.
• Professional business letter writing.
• Business English, spelling, grammar, punctuation, and composition.
• Clerical office practices and procedures.
• Research techniques and report writing.
• Current Microsoft Office software.
• Filing and recordkeeping.

Skill in:

• Diplomacy and decision-making.
• Understanding organizational and political implications of decisions.
• Communicating effectively verbally and in writing and communicating orally in a face-to-face setting and by telephone with public and employees.
• Establishing and maintaining effective working relationships with employees, other agencies, and the public.
• Organization and adherence to detail.

Ability to:

• Identify and refer most complex issues to the next level of appropriate staff.
• On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports, and special projects; identify and interpret technical and numerical information; observe and problem-solve operational and technical policies and procedures.
• Use tact and discretion and exercise independent judgment in making decisions.
• Organize, prioritize, and schedule workload and work assignments to meet strict deadlines.
• Oversee the handling of confidential material and information with discretion and maintain confidentiality.
• Prioritize and solve work objectives to meet fixed, fluctuating, or multiple deadlines; work under pressure and time constraints; perform complex administrative work involving a high degree of independent judgment with speed and accuracy.
• Interact in a professional and knowledgeable manner and act as a resource for members of the public.
• Develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, County officials, and the public.
• Keep management informed of key operating issues affecting the department.
• Remain current in knowledge required to perform assigned duties.
• Handle confidential matters and maintain discretion always.
• Work professionally and effectively with co-workers, clients, victims of crime, witnesses, and the general public.
• Act with courtesy, tact, and diplomacy.

Work Environment:
The work environment is associated with an office. The work area is adequately lighted, heated or cooled and ventilated.
Physical Requirements:
Ability to sit or stand for extended periods of time. Sufficient vision to read printed materials and a computer screen; hearing and speech ability to communicate effective in-person and telephonically. Capable of frequent repetitive movement of arms, fingers, and wrists. Ability to lift up to 30 pounds.
Additional Job Information:
FLSA: Exempt
Grade: 13
Classification: At-Will
Safety Sensitive: No
EMPLOYEE BENEFITS
Yavapai County Government offers a comprehensive employee benefits package to
Full-Time employees working 30 or more hours per week that includes but is not limited to:
• 10 Holidays Per Year
• Annual Leave
• Employee Assistance Program (EAP)
• Health Care Insurance - Medical, Dental, Vision
• Life Insurance
• Long-Term & Short-Term Disability
• Retirement Plans
• Sick Leave
• Tuition Reimbursement Program
ELECTIVE COVERAGE
• 457 Deferred Compensation Program
• Dependent Health Care Insurance - Medical, Dental, Vision
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• Short-Term Disability
• Supplemental Life (for employees & dependents)
PLEASE NOTE
• Part-Time, Temporary and Seasonal employees accrue Sick Leave based on hours worked.
• Part-Time employees have limited benefits available.
• Temporary and Seasonal employees are not eligible to accrue Annual Leave.
01
Do you have an Associate's Degree in Public Administration, Records Management, Business Administration, or related field or equivalent?

• Yes
• No

02
Do you have a minimum of three (3) years of increasingly responsible experience in public administration and/or records management?

• Yes
• No

Required Question