CLACKAMAS COUNTY

CLASSIFICATION NO. 063
Established: 6/13
FLSA: Non-Exempt
EEO:5

ADMINISTRATIVE BOARD ASSISTANT 2
 (Board of County Commissioners)

CLASS CHARACTERISTICS

Under general supervision, to provide confidential administrative support for the Board of County Commissioners (BCC) and the County Administrator regarding formal Board meetings; to perform other varied administrative support including information assistance, problem resolution, and processing of monies; 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 2 performs a variety of administrative support work for the Board of County Commissioners, County Administration and professional staff, including the highly confidential role of staffing the formal Board meetings.  The incumbent must have broad knowledge of County and community issues, and exercise independent judgment and discretion in frequent contact with the BCC, County Administration, Department Directors, County management and other staff, outside organizations, and the public.  Discretion, tact, and independent judgment are essential in handling politically sensitive and confidential issues.

The Administrative Board Assistant 2 differs from the Administrative Board Assistant 1 which performs a variety of front desk reception, citizen complaint resolution, clerical, bookkeeping and other administrative support work.  It also differs from the County's Administrative Assistant by its confidential role in the Commissioners’ office.

TYPICAL TASKS

Duties may include but are not limited to the following:

1. Acts as Board/County Administration liaison for a variety of BCC executive and public meetings; receives requests to place items on BCC's agenda; reviews and analyzes submitted agenda materials for completeness and appropriateness, and communicates desired and/or requested changes, clarifications or additional information regarding content and/or attendees from department directors/managers or key staff; ensures that Board and/or County Administration's expressed interests and questions are addressed in materials.
2. Staffs BCC executive and public meetings; takes minutes and accurately documents discussion, decisions and action items; updates and follows-up with specific department staff and interested parties regarding status and completion of action items; answers inquiries regarding Board actions.
3. Schedules, coordinates and publicizes a variety of BCC executive and public meetings, including staff presentations, planning meetings, land use hearings, special events, public meetings, conferences, hearings, and business gatherings; prepares legal notices, agenda packets and a variety of documents; updates County websites and public notices; processes a variety of materials according to established procedures or statutes; reviews, proofs, assembles and distributes documents; arranges and sets up facility and refreshments.
4. Coordinates and maintains Small Grants program; serves as liaison to grant applicants and grant recipients; responsible for notices, communications, and publicizing program; reviews, prepares and coordinates with Public and Government Affairs (PGA) Department regarding press releases and other outreach communications; publicizes program via networking meetings and working with non-profit organizations.
5. Administers grant monies awarded through Small Grants program; receives applications and analyzes requests in relationship to program goals and BCC's interests; participates on screening panel to determine successful applicants and amount of monetary award which may be adjusted from original requests; presents BCC with formal written recommendation for grant awards; upon Board's approval, processes payments to recipient organizations; monitors mid-year and final grant reports to ensure proper spending of awarded monies.
6. Receives, screens, transfers, and refers telephone callers and office visitors to appropriate staff; provides general information and assistance; resolves problems or complaints; 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. 
7. Processes bills, invoices and travel requests; reviews bills and invoices for accuracy; maintains records and files regarding transactions and accounts.
8. Provides general computer assistance to staff; troubleshoots routine hardware and software problems. 

REQUIRED KNOWLEDGE AND SKILLS

Working knowledge of: Principles and procedures of local government operations, office management and administration; organization and functions of County departments and agencies; applicable federal, state and local statutes, rules and regulations especially regarding public meetings; communication and basic public relations techniques; research, and problem solving techniques and procedures; office practices, procedures and techniques; standard office equipment, including computer systems and software programs; Business English composition, grammar, spelling and punctuation; financial terminology; methods and practices of bookkeeping and recordkeeping; basic math.

Skill to: Communicate confidential and/or politically sensitive information effectively, both orally and in writing; establish and maintain effective working relationships with County officials, other agencies, County employees and the public; understand local government and public meeting requirements, interpret and apply County and department policies and procedures, and technical materials; organize and maintain complex records and confidential information; know financial recordkeeping and accounting functions; compose correspondence; compile and evaluate data and prepare reports; present effective written and verbal reports; accurately and rapidly take and transcribe dictation; operate office equipment.

 

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.