Assistant Clerk II

Fairbanks North Star, Borough of (AK); Alaska; On-site; USD 52,000 - 78,000; Full time

Job summary

The Fairbanks North Star Borough seeks an experienced Administrative Specialist to support the Borough Assembly and Clerk’s Office, handling confidential communications and preparing ordinances and resolutions for service area elections.

The role requires a strong background in research, record-keeping, agenda management, and parliamentary procedures, with duties ranging from minutes to notary and voter registration.

Qualifications

• Four years of high-level admin support; one year in executive or legal setting.
• Proficient with Word, Outlook, Access, Excel, and Adobe Acrobat; web tools and AV systems preferred.
• Must be a registered voter in Alaska or able to become one; Notary Public within three months of hire.

Responsibilities

• Draft ordinances, resolutions, amendments and substitutes in legislative format.
• Attend meetings as Deputy Borough Clerk; draft minutes and action memorandums.
• Maintain and troubleshoot the Assembly Chambers audio/video system.
• Prepare for elections; supervise early voting station election officials.
• Process appeals and ethics matters; assist with hearings and ethics board duties.
• Distribute ordinances and resolutions to legislators and borough lobbyist as needed.
• Scan and index department files into the records management system.

Skills

Administrative support

Parliamentary procedure

Draft ordinances

Voter registrar

Notary public

Public speaking

Microsoft Office

Education

High School diploma

Associate degree preferred

Tools

Microsoft Word

Outlook

Access

Excel

Adobe Acrobat

AV systems

Job description

Job Summary

Provide a wide range of administrative and technical support to the Borough Assembly and Borough Clerk’s Office. Attend meetings as assigned; serve as parliamentarian at committee meetings. Research issues, develop ordinances and resolutions, and prepare for service area elections. This position is required to handle sensitive and confidential communications and documents that pertain to the operation of the Department of the Assembly.

Salary

SALARY: 10A

Reports To

REPORTS TO: Borough Clerk
POSITIONS SUPERVISED: Early Voting Station Election Officials

Schedule

Monday through Friday 8:00 AM to 5:00 PM, including evening meetings and Saturday Budget Worksessions.

Responsibilities

• 1. Research, collect, analyze and track information at the request of the Assembly and Borough Clerk, to include preparing reports. Draft proposed assembly ordinances, resolutions, amendments and substitutes in legislative format. Manage flow of information for the agenda packet addendums. Manage assembly email.
• 2. Attend regular and special assembly meetings in the role of the Deputy Borough Clerk, and clerk assembly committee meetings as assigned by the Borough Clerk. Provide high level administrative support to the assembly and Borough Clerk. Draft minutes of regular and special assembly meetings and action memorandums for assembly committee meetings.
• 3. Maintain and troubleshoot the Assembly Chambers audio and video system to include working with the maintenance and repair contractor, as needed.
• 4. Prepare for Spring, Fall and Special Service Area elections to include public notice requirements, ballot preparation, posting to the Elections webpage, and working with the canvass board to include verifying voter qualifications. Supervise the early voting station election officials, as assigned, during Regular and Special Municipal Elections.
• 5. Responsible for processing appeals to the Board of Adjustment and Assembly. Serve as the point of contact for appeals sent to a hearing officer. Attend appeal hearings as assigned. Assist the Borough Clerk in the processing of ethics complaints against Assemblymembers, Board Members, Commissioners, and the Borough Mayor to include preparing for hearings and meetings of the Board of Ethics.
• 6. Communicate with elected officials, professional organizations, government agencies, and borough departments to obtain and distribute information. Assist with projects relating to the Borough Clerk and Assembly. Distribute ordinances and resolutions to local and state legislators and borough lobbyist as necessary.
• 7. Scan, upload, and index department files into the electronic records management system to include the special projects, appeals, ethics complaints, and code of ordinances supplements.
• 8. Keep informed of borough wide projects, issues, and current events.
• 9. Answer general inquiries from the public and borough personnel. Manage and respond to general emailed inquiries sent to the Clerk’s Office.
• 10. During absence of the Deputy Borough Clerk-Clerk’s Office/B & C, act as designated. During the absence of the Borough Clerk and both Deputy Borough Clerks act as the Borough Clerk, as designated.
• 11. Serve as Notary Public and Voter Registrar.
• 12. Assist in special projects as needed.

Minimum Qualifications

• 1. High School diploma and four (4) years of experience providing high level administrative support, one (1) year of which was performed in an executive or legal setting. An Associate’s degree may be substituted for two (2) years of the experience requirement or the executive and legal setting experience. Experience with local or state government preferred.
• 2. Demonstrated ability to operate a personal computer in a Windows environment utilizing a variety of software programs, and other office equipment. Proficient with Microsoft Word, Outlook, Access (or other database), Excel, and Adobe Professional Acrobat is required. Working knowledge of web development tools and audio and video systems preferred.
• 3. Must be a registered voter in the State of Alaska or have the ability to become a registered voter in the State of Alaska to serve as a Voter Registrar. Must have or be able to obtain a Notary Public within three (3) months of hire.
• 4. PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)

Knowledge, Skills, and Abilities

• 1. Maintain confidentiality of information; adhere to legal ethics responsibilities.
• 2. Knowledge of standard office practices and procedures. Ability to write clear and concise reports, memoranda, letters, ordinances, and resolutions.
• 3. Manage and organize workflow in a high production environment with numerous moderate to complex tasks in various stages of completion while maintaining excellent attention to detail. Ability to work independently and meet established deadlines.
• 4. Ability to comprehend, interpret, and apply written material such as borough code, state statutes, texts and journals, and other resource materials.
• 5. Ability to deal with the public and staff in a tactful, courteous, and efficient manner.
• 6. Must be available for after-hours work and meetings, as assigned.
• 7. Knowledge of parliamentary procedures preferred. Knowledge of elections and experience in a municipal clerk’s office preferred.

Other

• 1. A proficiency test may be administered at the time of hire.
• 2. This position requires a criminal background investigation.

Job Contacts

Continuous contact with employees at all levels of the Borough, frequent public contacts and frequent contacts involving outside organizations/agencies.

Job Responsibility

Does not supervise; experiences many minor problems daily and occasional major one that must be resolved on own initiative with little immediate supervision; the consequences of error, carelessness or mistaken judgment require significant effort to recover.

Work Environment

General office where conditions are pleasant; good, clean conditions with minor accidents/hazards are negligible; requires short periods of light lifting, pushing or pulling (1-25 lbs.).