Current Job Opportunities

Job Title: Clerk of the Board
Department: Chelan County Commissioners Office
Job Type: Exempt
Salary: $ 3,777.00 - $ 4,373.00 / Monthly  
Posted: February 08, 2018
Application Deadline: February 22, 2018

Job Location

Chelan County Commissioners Office
400 Douglas Street, #201
Wenatchee, WA 98801

Description

SUMMARY

The role of the Clerk of the Board is defined in RCW’s (See RCW 36.32.110, RCW 36.32.140, RCW 5.44.070, and RCW 36.22.020).  The duty of the Clerk of the Board is to provide a wide variety of confidential, responsible and professional assistance to the Chelan County Board of Commissioners by maintaining a permanent record of the proceedings of the Board, including regular and special public meetings and public hearings. The Clerk is responsible for the support and processing of the administrative actions by the Board. Responsibilities also include assuring the access of the legislative records as well as the compilation of all actions and the archival transactions and historical documents. The Clerk of the Board is responsible for performing office management duties including assistance and liaison to other government officials, county employees, constituents and the general public.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:  Other duties may be assigned.

  1. Persons in this position are given significant discretion, within the scope of policy and regulations, in the performance of their duties; supervision and guidance are received from the elected Board of County Commissioners and the County Administrator.  Makes determinations and has authority to close or postpone official meetings of the elected Board of Commissioners in their absence.  The duty of the Clerk is to assure that required compliance procedures are followed and complied with by the Board members in accordance with the Open Public Meetings Act.
  2. Acts as confidential liaison to the Chelan County Board of Commissioners and County Administrator, as a link to other elected officials, department heads, citizens, community groups, and other city, county, State and federal agencies, managing calendars and schedules, screening callers and arranging appointments, speaking engagements, meetings and conferences as directed.
  3. Assist, direct, and screen public inquiries on the telephone and in person with visitors to the Administrative Office.  Assists in resolving complaints within the scope of information and authority and refers to others, as appropriate.
  4. Communicate with various departments for submittal of items to the Board, organize and facilitate review and or action.
  5. Compile, schedule, and distribute the agenda of Board, County Administrator, and the public, including researching and preparing necessary documents including resolutions, legal publications, proclamations, agreements and franchises using judgment and inserting own contents as authorized and required.
  6. Responsible for compiling and distributing information for Monthly Department Head Meeting.
  7. Determine requirements for and ensure compliance with those requirements regarding drafts and advertising of legal notices or press releases to the newspaper for publication and for public inspection.
  8. Custodian for bid materials needed for bid openings.
  9. Preparing the Official Record of Proceedings (minutes) to record official actions and significant elements of discussion, preparing, copying, distributing and maintaining the permanent records of all proceedings of the Board, including digital audio recordings according to the provisions of the Public Records Act.  Planning, organizing and preparing the record of public meetings and hearings.
  10. Archiving of FTR Gold Digital Recording System Record of the Proceedings files and copying for citizens and other departments as requested.
  11. Attest, notarize, and stamp all action documents and distributes copies or originals to various entities.
  12. Implement procedures for preparation, maintenance and archival of public records through imaging and filing of all documents and correspondence, while maintaining public records retention schedule.
  13. Responsible for reading, reviewing, organizing, routing and storing email and correspondence to and from Commissioners and constituents.
  14. Initiates, drafts and responds to correspondence and produces appropriate communication techniques on a variety of matters regarding the duties of County government.
  15. Provides secretarial and administrative support to the County Administrator as requested.
  16. Responsible for receiving, following process, recording and distributing claims for damages filed against the County.
  17. Responds to Public Disclosure Requests discerning documents to be public or executive of nature for distribution.
  18. Produce and maintain permanent journal proceedings of minutes.
  19. Responsible for recording and minute preparation for evening public hearings and meetings.
  20. Retain all confidential attorney/client records and documents written to Commission or County staff.
  21. Clerk is the custodian of official records of the office of County Commissioners, while assisting and supporting staff in preparation of various documents, indexes, and financial data for County records.
  22. Provide up-to-date working knowledge of the Open Public Meetings Act, Public Disclosure Act, Executive Session Rules, Appearance of Fairness Doctrine, and Public Hearing Procedures.
  23. Responsible for updating County information for National Association of Counties (NACo) and the Washington State Association of Counties (WSAC).
  24. Assists in travel planning, registrations and coordination of meetings and materials needed.

SUPERVISORY RESPONSIBILITIES:

This job has no direct supervisory responsibilities.

QUALIFICATIONS:

Knowledge of Microsoft Office programs, and Minutes Recording system, and excellent communication skills.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

AA Degree or vocational training specializing in business administration or in a similar area related to work responsibilities, and 3-5 years of office clerical experience or an equivalent combination of education and experience to provide the necessary skills, knowledge, and abilities to perform the work.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:

Required to be a bondable Notary Public for the State of Washington.

Valid Washington State Drivers License

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms.  The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Additional Information

Salary and Benefits: Starting salary $3777 -$4373/month depending on qualifications. Benfits include medical, dental, life, VEBA, and participattion in WA State Retirement system.

To Apply: Submit resume, letter of interest and Chelan County Employment Application to Chelan County Human Resources, 400 Douglas Street, #201, Wenatchee, WA 98801 or email to Human.Resources@co.chelan.wa.us Position closes February 22nd.