Clerk of the Board Specialist

Pima County; Tucson (AZ); On-site; USD 31,000 - 42,000; Full time

Job summary

Pima County seeks a Clerk of the Board Specialist to provide professional administrative support to the Clerk of the Board’s Office. You will assist in supporting official Board of Supervisors meetings, prepare records and agendas, and facilitate communications under limited supervision.

The role requires an associate’s degree or equivalent experience, strong MS Office and Adobe Acrobat skills, and the ability to handle confidential information and public records requests.

Qualifications

• Associate’s degree or higher in public/admin/management or related field; substitution allowed with relevant experience.
• At least one year of experience in similar administrative roles within Pima County or equivalent.
• Experience with agenda prep and minute transcription is preferred.
• Proficiency in Microsoft Office Suite and Adobe Acrobat Pro preferred.

Responsibilities

• Prepare meeting agendas in accordance with Open Meeting Law and take minutes.
• Represent the Clerk’s office at Board of Supervisors meetings and support related issues.
• Process permits, notices, claims and lawsuits; manage public records requests.
• Provide administrative support and handle communications; screen calls and mail.
• Coordinate calendars and organize meetings; maintain reference files and materials.
• Assist with accounting docs such as requisitions, POs, and fund transfers.
• Create and maintain databases; generate complex reports and data extracts.
• Handle confidential inquiries and maintain security of information.

Skills

Agenda preparation & minute Transcip?

Office administration

Education

Associate’s Degree in public/business/management or related

One year with Pima County as Administrative Assistant III or related

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe Acrobat Pro

Job description

Job Description Summary

Job Type: Classified Job Classification: 6122 - Clerk of the Board Specialist Salary Grade: 7 Pay Range Hiring Range: $22.85 - $26.84 Per Hour Pay Range: $22.85 - $30.82 Per Hour Range Explanation: Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity. Pay Range is the entire compensation range for the position. The Clerk of the Board Specialist provides professional administrative support to the Clerk of the Board’s Office. Assists directly in supporting the official meetings of the Board of Supervisors, prepares and maintains the official records of all actions and proceedings. Facilitates and executes the performance, duties and functions of the office of the Clerk of the Board as prescribed in A.R.S. §11-241. Works closely with the Clerk of the Board Administrative Services Manager to facilitate effective communications under limited supervision.

Essential Functions

• Prepares agendas in compliance with the Open Meeting Law, takes meeting minutes/transcription for Board of Supervisors’ meetings, and prepares and processes all documents related to the official actions of the Board of Supervisors
• Represents the Clerk’s office during Board of Supervisors Meetings and may be granted authority to help support any issues that may arise during the meetings
• Processes Bingo, Fireworks permits, and Liquor License applications in the County, and receives and processes all Notice of Claims and Lawsuits for the County
• Assist in the processing and maintaining of Public Records Requests
• Provides administrative support for the Clerk's office
• screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response
• records and transcribes dictation
• types, composes, edits, or proofreads various documentation, and provides administrative support, as needed, to the district offices of the Board of Supervisors
• Coordinates unit activity with other departmental divisions and County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as agenda submissions and program specific functions
• Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff
• Coordinates, schedules and organizes unit, program, or departmental calendars and meetings, and establishes and maintains specialized reference files and reference materials
• Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims and fund transfers
• Creates, maintains, and/or directs the maintenance of specialized databases including inputting and retrieving data and producing complex computer-based reports
• Researches, compiles and performs initial analysis of information, and prepares routine, recurring and special reports, correspondence, memoranda, personnel forms, operations manuals and other documents for supervisory review and approval including compiling information used in reports on program activities
• Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created

Minimum Qualifications

Associate’s Degree from an accredited college or university in one of the following disciplines: public administration, business administration, management, or a closely related field as determined by the department head at the time of recruitment. (Relevant experience and/or education from an accredited college or university may be substituted.) OR: One year with Pima County as an Administrative Assistant III, Administrative Specialist I, or another closely related professional administrative classification. Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications

• Experience with/knowledge of agenda preparation and/or minute transcription.
• Experience with/knowledge of Microsoft Office Suite (Word, Excel, and Outlook).
• Experience with/knowledge of Adobe Professional.
• Experience in office administration.

Selection Procedure

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Supplemental Information

Licenses and Certificates

Valid driver license is required at time of application. Valid AZ driver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant’s suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services’ review and approval of the candidate’s driving record.

Special Notice Items

The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County. The position will require employees to work evenings, at least twice each month.

Physical/Sensory Requirements

• Physical and sensory abilities will be determined by position. Motion Activity - grasping; Speaking Activity - in person and on the phone; Vision - may be required to operate a motor vehicle, distinguish colors, depth perception and peripheral vision.

Working Conditions

Working conditions will be determined by the position.

EEO Information

Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.

More Than a Job. A Place to Grow.

What if your next job could help you build a career while being part of something bigger? At Pima County, you’ll find meaningful work, room to grow and a team committed to serving the place we call home. Find Your Place With 7,000+ employees across 50+ departments, Team Pima does a lot to keep Pima County thriving. Whatever your skills, interests or career goals, there’s a place for you to put them to work.

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