Board Administrative Secretary I

Salary : $51,209.60 - $62,753.60 Annually
Location : Grants Pass, OR
Job Type: Regular Full-Time
Job Number: 25-102
Department: Board of County Commissioners
Opening Date: 04/28/2025
Closing Date: 5/9/:59 PM Pacific

Description

SUMMARY
Performs a variety of secretarial, administrative, and/or technical duties in support of the Board of Commissioners; does related work as required. Position requires initiative, discretion, and independent decision making within a political office environment. These duties will require researching and summarizing information from various sources into a format of own design, knowledge of operations, policies and terminology and/or handling of sensitive and confidential information. Work is performed under the general supervision of the Chief Administrative Supervisor with work being reviewed primarily on the basis of compliance with rules and regulations and results attained. Incumbents are expected to carry assignments through to completion with only unusual or especially complicated tasks reviewed in detail.
Typical Daily Tasks

ESSENTIAL DUTIES AND RESPONSIBILITIES
(Illustrative Only. Any single position in this classification will not necessarily involve all of the listed duties below and other positions will involve duties which are not listed. These duties represent the essential functions needed of persons in this classification.)

Plans organizes and facilitates the Weekly Business Session meetings (or others as requested/required). This includes document processing, recording noticing, and minute preparation; acts as a liaison between departments, the media, and the public. Assembles information and prepares the agenda for public distribution and website upload. Prepares and reviews Board meeting minutes for actions, motions, votes and documents signed during meetings and workshops. Records and journalizes documents.

Coordinates schedule for the Board of County Commissioners and individual commissioners. Works with other support staff in the Board's office to ensue office duties are completed accurately and timely. Provides back-up support to staff and the Commissioners in the Board's office during peak workload periods and scheduled and unscheduled leaves and absences.

Coordinates special events such as conferences, special meetings and occasions which may include the development of strategies, travel arrangements, etc.

Greet and assist the community and other County departments at the front counter, answers phones, routes calls, or responds personally, makes appointments and takes messages; makes travel arrangements.

Responsible for adherence to the Board budget by maintaining sufficient office inventory and following purchasing guidelines. This may include monitoring purchases; overseeing and balancing petty cash and determining needs with regard to equipment, software, and office supplies.

Acts as a liaison with other offices, departments, divisions, and outside agencies to coordinated activities in the County, assists in the distribution of public information as required, provides information and assistance to staff, officials, organizations, and the public.

Processes complex, sensitive, and/or confidential documents where considerable knowledge is required to ensure completeness and accuracy including the review of documents for recording purposes.

Explains departmental policies and procedures and governing regulations to the public, volunteers, and/or other employees.

Performs research, drafts letters, reports orders, proclamations, resolutions, certificates, notices, and other materials including confidential documents as requested by the Board.

Prepares and facilitates all recording in the County Clerk's office of the Board's Journal. This includes all documents letters, contracts, amendments, etc where decisions of the Board have been made and as required under Public Meeting Law.

Plans, promotes, and coordinates the staffing of Citizen Advisory Boards, Commissions, and Committees.

Maintains regular attendance.

Other duties as assigned.
Qualifications

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duties satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Thorough knowledge of rules of effective English usage and grammar; various filing systems; professional office etiquette; general office practices and procedures. Considerable knowledge of records management, minute taking, public meeting law, and public records law. Ability to independently research assigned problems; organize material from various sources into a format of own design; maintain confidentiality; respond courteously and tactfully to complaints; accurately classify, file and retrieve materials and documents; establish and maintain effective working relationships with other employees and officials, outside officials and agencies and the public; work independently establishing priorities while organizing workload to complement the needs and deadlines of others; record and prepare meeting minutes, understand governing regulations of assigned department. Ability to become a Notary.

EDUCATION AND EXPERIENCE
Associates degree and three years of progressively responsible secretarial and administrative experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills, and ability to perform the above described duties.

CERTIFICATES, LICENSES, REGISTRATIONS
Public Notary.
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