Board Administrative Secretary

Josephine County; Grants Pass (OR); On-site; USD 45,000 - 60,000; Full time

Job summary

Josephine County in Grants Pass seeks an Administrative Secretary supporting the Board of County Commissioners. This role handles secretarial, administrative, and technical duties, requiring initiative, discretion in a political office environment, and handling confidential information.

You will prepare agendas, minutes, and official documents, coordinate Commissioner schedules, greet the public, manage records, and assist with public information distribution.

Qualifications

• Thorough knowledge of rules of effective English usage and grammar.
• Knowledge of records management and minute taking.
• Experience with public meeting law and public records law.
• Ability to maintain confidentiality and work with diverse stakeholders.

Responsibilities

• Assists with and attends Administrative Workshops, Weekly Business Sessions, and Executive Sessions; prepares pre-meeting documents.
• Acts as a liaison between the County Commissioners and departments, external partners, new agencies, and the public.
• Assembles information and prepares agendas, minutes, and signed documents for public distribution and website upload.
• Prepares and reviews Board meeting minutes for actions, motions, votes, and documents signed during meetings.
• Prepares documents and materials as directed by the Board Office Administrator.
• Coordinates schedules for each Commissioner and the Board as a whole.
• Assists with special events such as conferences and meetings.
• Greets community and county staff at the front counter, answers phones, routes calls, and takes messages.
• Maintains office supply inventories and notifies supervisor of shortages.
• Assists in distributing public information and providing information to staff, officials, and the public.
• Assists in processing complex, confidential documents to ensure accuracy.
• Performs research and drafts letters, reports, proclamations, notices, and other materials including confidential documents.
• Prepares and facilitates recording in the County Clerk’s Office of the Board’s Journal.
• Promotes staffing of Citizen Advisory Boards, Commissions, and Committees.
• Other duties as assigned.

Skills

Minute taking

Records management

Public meeting law

Public records law

Research

Confidentiality

Organization

Notary

English usage

Education

Associates degree and three years of progressively responsible secretarial and administrative experience

Job description

SUMMARY

Performs a variety of secretarial, administrative, and/or technical duties in support of the Board of County Commissioners. This position requires initiative and discretion within a political office environment; researching and summarizing information from various sources; knowledge of operations, policies, and terminology; and handling of sensitive and confidential information. Work is performed under the general supervision of the Board Office Administrator with work being reviewed primarily on the basis of compliance with rules and regulations, completion, and results attained. Incumbents are expected to carry assignments through to completion in a timely manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assists with and attends the Administrative Workshops, Weekly Business Sessions, and Executive Sessions or others (as requested/required). This includes preparing pre-meeting document processing, recording noticing, minute preparation, public posting. Maintains permanent record retention as directed.

1. Acts as a liaison between the County Commissioners and other Departments, external partners, new agencies, and the public.

1. Assembles information and prepares agendas, minutes, and signed documents for public distribution and website upload.

1. Prepares and reviews Board meeting minutes for actions, motions, votes, and documents signed during meetings and workshops; records and journalizes documents.

1. Prepares documents and materials as directed by the Board Office Administrator.

1. Coordinates schedules for each Commissioner and the Board of County Commissioners as a whole.

1. Assists with special events such as conferences, special meetings, and occasions which may include scheduling and pre-trip materials.

1. Greets and assists the community and other County departments at the front counter, answers phones, routes calls or responds personally, makes appointments, and takes messages.

1. Maintains sufficient office supply inventories and notifies supervisor of the supply levels accordingly.

1. Assists in the distribution of public information and provides information and assistance to County staff, officials, organizations, and the public; as required.

1. Assists the Board Office Administrator with processing complex, sensitive, and/or confidential documents where considerable knowledge is required to ensure completeness and accuracy; as necessary.

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

1. 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.

1. Promotes the staffing of Citizen Advisory Boards, Commissions, and Committees.

1. Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

The Board Administrative Secretary has no supervisory responsibilities.

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; 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, County officials, outside officials and agencies, and the public; organize workload to complement the needs and deadlines of others; record and prepare meeting minutes, understand governing regulations of assigned department. Ability to maintain regular attendance and 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

Possession of or ability to obtain a valid Oregon Driver’s License; safe driving record. Possession of or ability to obtain Public Notary license.

BACKGROUND INVESTIGATION

Those employed in this position may be subject to pre-employment drug testing and a background investigation, including but not limited to criminal background investigation. Conviction of a crime will not necessarily disqualify an individual for this classification.