Clerk To The Board

Class Characteristics

Under direction, to develop, distribute, process, organize and maintain formal Board meeting and work session documents; to explain processes and procedures to general public, County staff, and other government agencies; to independently perform a variety of complex administrative tasks in support of 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 (BCC), sets broad operating policies, enacts ordinances and establishes budgets as mandated by State law and the citizens of the County.

The Clerk to the Board plans, schedules, organizes, coordinates, and facilities a variety of Board of County Commissioner's meetings, and is responsible to ensure the accurate and timely processing and recording of materials.  This includes operating and monitoring video conferencing and meeting technology in the BCC Hearing Room. The incumbent's responsibilities require considerable independent judgment, discretion, and frequent interaction and coordination with other public officials, government agencies, community members, County departments, and other external stakeholders.  

The Clerk to the Board differs from the Policy Advisor classification as the Policy Advisor provides confidential administrative and technical support to the Board of County Commissioners and the County Administrator, including community and agency relations and program administration. 

Typical Tasks

Duties may include but are not limited:

1. Acts as Board/County Administration liaison and host for a variety of BCC executive and public meetings including policy sessions, planning meetings, and business meetings; receives requests to place items on BCC's agenda; develops official Board meeting agendas; reviews and analyzes submitted agenda materials for completeness and appropriateness; identifies where clarifications or additional information regarding content is needed and communicates desired and/or requested changes to department directors/managers or key staff; ensures Board and/or County Administration's expressed interests and questions are addressed in materials; ensures legal and/or budget review and approval as appropriate.                                                           
2. Prepares, assembles, organizes, and distributes agendas, agenda packets and notices for upcoming Board meetings, including formal, informal and planning meetings, work sessions, and budget hearings.
3. Staffs BCC executive and public meetings; coordinates, schedules, and hosts in-person and virtual public meetings and webinars; prepares and takes minutes of Board meetings and accurately documents discussion, decisions and captures action items; coordinates with appropriate County staff and interested parties regarding status and completion of action items; answers inquiries regarding Board actions.
4. Operates and monitors technology in the BCC Hearing Room, including video conferencing platforms, timers, microphone controls, presentation and material display systems, reader boards, and other audiovisual equipment; monitors equipment during proceedings, makes adjustments as needed; assists participants with use of technology, and troubleshoots routine technical issues to help ensure proceedings run smoothly and without interruption.
5. Prepares official documents for recording at County Clerk's Office; ensures that documents contain appropriate Board signatures; notarizes documents if necessary; sends copies to appropriate departments.
6. Provides information and assistance to departments and the public related to Board meetings; drafts correspondence or initiates telephone contact as directed; establishes, organizes, maintains and provides access to official Board files and archives of information.
7. Provides back-up support Policy Advisors and County Administration Executive Assistant as needed, to include answering incoming phone, email, or in-person inquiries and referrals to appropriate County departments

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, interpersonal, and basic public relations techniques; research, and problem solving techniques and procedures; public and extemporaneous speaking; office practices, procedures and techniques; standard office equipment, including computer systems and software programs, including video conferencing tools; business English composition, grammar, spelling and punctuation; financial recordkeeping and accounting functions and terminology; methods and practices of bookkeeping and recordkeeping.

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; compose correspondence; compile and evaluate data and prepare reports; present effective written and verbal reports; accurately and rapidly take meeting minutes; effectively proofread correspondence, verbatim records and other documents; effectively operate and troubleshoot office equipment and software, including video conferencing platforms.

Working Conditions

Occasionally required to work in the evenings or on the weekends. 

Minimum Qualifications

Minimum qualifications are used as a guide for establishing the minimum experience, education, licensure, and/or certifications required for employment in the classification. The following minimum qualifications are established for this classification. Additional minimum qualifications and special conditions may apply to a specific position within this classification and will be stated on the job announcement.

Experience: A minimum of three (3) years of related experience that would provide the required knowledge and skills to perform the responsibilities of this position.

Licenses/Certifications: None required at time of hire.

Post Employment Requirements

Designation as Notary Public for the State of Oregon within three (3) months of hire.

Pre-Employment Requirements

Must successfully pass a criminal history check which may include national or state fingerprint records check.

Driving is required for County business to accomplish work. Incumbents must possess a valid driver's license and possess and maintain an acceptable driving record throughout the course of employment.

CLASSIFICATION NO. 019
Revised: 9/89, 1/93, 7/97; 9/26
Archived: 11/01
Reactivated and Revised: 3/21
Edited: 12/21
FLSA: Exempt
EEO: 5