CLACKAMAS COUNTY

CLASSIFICATION NO. 020
Established: 9/89
Revised: 1/93
Revised Title: 4/13; 6/13
FLSA: Non-exempt
EEO: 6

ADMINISTRATIVE BOARD ASSISTANT 1
(Board of County Commissioners)

CLASS CHARACTERISTICS

Under general supervision, to perform administrative and advance secretarial support for the Board of County Commissioners and the County Administrator; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The County’s elected governing body, the Board of County Commissioners, directs the general administration of County government.  The Commission sets broad operating policies, enacts ordinances and establishes budgets as mandated by State law and the citizens of the County.

The Administrative Board Assistant 1 performs a variety of reception, secretarial, bookkeeping and other administrative support work for the Board of County Commissioners, County Administration and professional staff.  The Administrative Board Assistant 1 also responds to and resolves citizen complaints, both in writing and over the telephone.  Duties involve frequent contact with other public officials, governmental agencies, citizens, the press and County department directors.  Discretion and independent judgment are essential in handling politically sensitive and confidential issues.

The Administrative Board Assistant 1 differs from the Administrative Specialist (BCC) which performs journey-level office support duties.  It also differs from other administrative and secretarial classifications by its confidential role in the Commissioners’ office.

TYPICAL TASKS

Duties may include but are not limited to the following:

1. Screens telephone and office callers; provides general information and assistance; resolves problems or complaints; refers caller when appropriate; schedules appointments and meetings.
2. Resolves and processes citizens’ complaints and requests; screens incoming mail; drafts responses and composes letters for County Administration, Commissioners and professional staff; distributes information to departments and follows-up on response; confers with departments to research and gather information and data.
3. Composes and types correspondence, transcripts and other documents from dictated, recorded or written material; proofreads documents for appropriate grammar, punctuation and spelling; processes legal forms and records formal documents and verbatim transcripts; complies with strict procedural requirements.
4. Assists in agenda and agenda packet preparation; proofs, assembles and distributes documents; schedules and arranges conferences and hearings; takes minutes.
5. Processes bills, invoices and travel requests; reviews bills and invoices for accuracy; completes appropriate forms; maintains records and files regarding transactions and accounts.

REQUIRED KNOWLEDGE AND SKILLS

Working knowledge of: Business English composition, grammar, spelling and punctuation; current office practices, procedures and techniques; basic math; bookkeeping and recordkeeping techniques; basic public relations techniques.

Skill to: Communicate effectively, both orally and in writing; interpret and apply administrative and departmental policies and guidelines; compose correspondence; organize and maintain complex records and confidential information; compile data and prepare reports; accurately and rapidly take and transcribe dictation; operate office equipment; establish and maintain effective working relationships with public officials, County staff and the public.

OTHER REQUIREMENTS

Driving may be necessary for County business.  For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license.  Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation.  For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.