Administrative Assistant - Board Of County Commissioners

Under the direction of the County Administrator, incumbent is responsible for performing administrative duties & clerical support for the Board of Commissioners and County Administrator. The incumbent will serve as Acting Clerk to the Board of Commissioners' Clerk.
Essential Job Functions

• Manage conflicting priorities, anticipate needs, handle matters proactively and expeditiously and follow through on projects to successful completion, often with deadline pressures.
• Serves as the primary point of contact for the County's assigned counsel/indigent defense payments, advises attorneys and County personnel on the proper submission of the required forms (paperwork submitted incorrectly could result in hundreds of thousands of lost revenues to the County from the State annually), reviews and processes invoices, corrects and/or rejects incorrect paperwork when applicable, per the specific directives of the Ohio Public Defender's Office. Serves as liaison between County and Ohio Public Defender's Office as needed.
• Transcribe meeting minutes for the Board of Commissioners, Records Commission, and the Portage-Geauga Joint Board of Commissioners; journalizing, cross referencing, and certifying as to accuracy of proceedings and actions taken by the Board.
• Prepare and edit written memos, letters, reports, or other materials on behalf of the Board or County Administrator for a variety of audiences throughout the County.
• Plan, develop, and present special communications and displays via digital board software.
• Serve as back-up for the Clerk on an as needed basis agreed upon with the Board of Commissioners:
• Perform other related work as required by the Board of Commissioners or County Administrator.
• Attend training as needed or required.
• Prepare and gather information for the Commissioners' biweekly Agenda packets.
• Assist the public, other county employees, county department heads, and other agencies with retrieval of archived information (resolutions, minutes, road vacations, land annexations, board appointment, etc.).
• Demonstrate regular and predictable attendance.
• Prepare, write, and distribute news releases, newsletters, extensive annual reports and other informational publications and presentations upon request of the Board or County Administrator.
• Serve as liaison between county departments and the Board and County Administrator.
• Serve as back up for part-time Clerical Specialist when needed.
• Receive citizen questions, complaints, or concerns via telephone or in person; advises Board or County Administrator of the nature of the questions/complaints/concerns; as directed, investigates, and notifies other involved staff to effectively respond to questions and/or resolve complaints.
• Review and reconcile billing statements and check County financial system for encumbrances; prepare statements and invoices for payment.
• Operate a motor vehicle as needed to perform the essential functions.
• Notify Commissioners and County Administrator of scheduled appointments, meetings, etc. via text, phone, or e-mail.
• Research, prioritize and follow-up on incoming issues and concerns addressed to the Board or County Administrator, including those of a sensitive or confidential nature and take appropriate action or response.
• Serve as Clerk to the Board of County Commissioners, Records Commission and the Portage-Geauga Joint Board of Commissioners attending all regular and special official meetings.
• Review and distribute signed documents (contracts, travel forms, etc.).
• Develop and maintain positive working relationships with Board members and County Administrator, co-workers, and outside partners.

Non-essential Job Functions

• Prepare proclamations and certificates

I. Job Requirements
Equipment: Incumbent uses the following equipment: computer, typewriter, copier, calculator, shredder, computer, printers, facsimile machine, recorder, computer software.
Critical Skills/Expertise

• Ability to be adaptable to various competing demands.
• Ability to work at a fast pace, with a variety of tasks, in a high-pressure environment.
• Ability to understand and follow detailed instructions.
• Ability to work independently.
• Knowledge of computers and related equipment and software.
• Ability to prioritize, organize and coordinate workloads seamlessly with excellent attention to detail.
• Ability to build relationships among the Board, co-workers, other County employees and outside partners.
• Proactively seek opportunities and troubleshoot.
• Ability to interact effectively and courteously with a variety of people both in-person and over the phone, occasionally under difficult circumstances.
• Require the ability to listen to extensive discussions and provide a summary of all pertinent data.
• Proficient in Microsoft Office (i.e. Word, Excel, PowerPoint, etc.)
• Require knowledge of computer programs including word processing, and electronic scheduling. As back-up Clerk, must be fully versed in Minute Traq software after appropriate training.
• Ability to communicate effectively, both orally and in writing.
• Ability to meet deadlines.
• Require knowledge of the procedures, responsibilities, and operation of the Board of County Commissioners and their office as well as the operation of various County departments.
• Knowledge of County policies, procedures and practices, the Ohio Revised Code, and the County Commissioners' Association of Ohio (CCAO) Handbook.
• Ability to display emotional maturity and professionalism.
• Ability to appropriately handle confidential and sensitive information with discretion.

II. DIFFICULTY OF WORK
Work involves moderately complex, relatively standardized tasks, processes and operations following established laws and procedures. Incumbent works with minimum supervision.
III. RESPONSIBILITY
Supervisor provides general guidance and oversees work as needed. Incumbent makes decisions regarding general work duties independently. Computed work may be viewed on occasion. Errors may affect the operation of other organizational units.
IV. PERSONAL RELATIONSHIPS
Incumbent has contact with co-workers, employees of other public agencies, Elected Officials, County Department Heads, and the general public. The contact is typically to coordinate the efforts of the other department and the Commissioners' Office and to effectively maintain communications with various County departments, and to act as a liaison between the Board of Commissioners and Elected Officials, the public and other departments while serving as back-up Clerk.
V. PHYSICAL EFFORT AND WORK ENVIRONMENT
Physical
Requirements: Incumbent performs work that may require lifting up to 50 pounds occasionally. Ability to operator a motor vehicle.
Physical Activities: Incumbent performs the following physical activities: Stooping, kneeling, crouching, reaching, pulling, lifting, fingering, talking, hearing and repetitive motions.
Visual Activities: Incumbent performs work close to the eyes.
Job Location: Incumbent works inside with no exposure to adverse environmental conditions.