Clerk of the Board Specialist - Public Records Requests

Clerk Of The Board Specialist

The Clerk of the Board Specialist provides professional administrative support to the Clerk of the Board's Office. This position assists directly in the processing and maintaining of Public Records Requests and works closely with the Public Records Manager to facilitate effective communications under limited supervision. Additionally, you will facilitate and execute the performance, duties, and functions of the office of the Clerk of the Board as prescribed in A.R.S. §11-241.

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 : (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

• Experience processing public records requests.
• Experience with/knowledge of handling sensitive information, Arizona Public Records Laws, HIPAA, PHI, and PII.
• Experience using public records request management software.
• Experience with/knowledge of Microsoft Office Suite, Adobe Pro, and One Drive.
• Experience with redaction and review of Microsoft Outlook PST exports.

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 : Some positions require a valid Arizona Class D driver license at the time of application or appointment. Failure to maintain the required licensure shall be grounds for termination.

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.

Working Conditions : Working conditions will be determined by the 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.

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.