Clerk to the Board - Technician - Reception/Distribution

Job Title

Compensation Range: $25.52 - $32.66

Job Description

Perform a variety of complex duties and work requiring knowledge of technical terms, memory, and extensive use of independent judgment, requiring a diverse knowledge base for service to all departments in the County and delivering high-level professional correspondence, ensuring consistent clarity and accuracy. This position is highly deadline based, requiring focus, time-management, and organizational multitasking skills. The position is highly collaborative, both within the immediate team and the greater County staff. The ideal candidate will have the following traits:

• Strong multitasking and organizational skills, with the ability to manage high volume, deadline driven work.
• Exceptional communication skills, including handling complex inquiries and producing accurate, professional correspondence.
• Broad knowledge base and adaptability to support multiple departments and understand diverse procedures.
• High attention to detail and accuracy in document handling, record management, and financial processing.
• Collaborative, service oriented mindset with the ability to work effectively across teams and with the public.

Reception and Phones - 20%

• Provides phone coverage, taking specialized calls, for the Clerk to the Board's Office, County Attorney's Office Paralegal, Commissioner's Office Manager, Public Information Officer, and Department of Human Resources, as scheduled.
• Answers the Weld County Switchboard and directs calls to every department within the County, requiring the development of a diverse knowledge base.
• Acts as primary reception/support for multiple administrative departments, serving as coverage for the Commissioners' Office Manager and County Attorney's Office Paralegal. Directs visitors, including high level executives, to various meetings and Work Sessions, utilizing discernment between several departmental procedures and the calendars of the Weld County Board of Commissioners, County Attorney's Office, and Administration Building.
• Answers complex and technical questions and complaints; refers highly technical questions from callers and visitors requiring further information to appropriate staff members and departments.
• Opens and distributes mail to multiple departments, assessing and processing mail that needs review by the Weld County Board of Commissioners and/or added to their repository, while cross-referencing an extensive procedural guide.
• Acts as notary public for internal legal documents, other departments, and as a service to the general public.

Distribution, Document, and File Management - 40%

• Responsible for electronic scanning of all records, and verification of same for accuracy and completeness, which requires utilization of specialized software, equipment, and the cross-referencing of an extensive procedural guide. Often requiring immense attention to detail, research skills, and general knowledge of all departmental document subject matter.
• Prepares and routes documents for recording in the records of the Weld County Clerk and Recorder, ensuring correctness thereof as recording is a permanent action.
• Distributes documents, including those returned after being recorded, while delivering high-level professional correspondence to each department within the County, outside agencies, and applicants. Said distribution needs to be timely, in support of legal, real estate, statutory deadlines, and various transactional considerations, including those mandated by the law, Weld County Code, State or Federal Statute, other agencies / industries, and the public.
• Completes monthly and annual reconciliation projects, requiring attention to detail and analytical skills.
• Attests to documentation of actions taken by the Commissioners and certifications, when necessary.
• Maintains vast historical filing systems, requiring increased organizational skills.

Accounting - 20%

• Processes and prints digital registers and checks for payment through the Workday software. Prepares financial warrant packets for approval by the Weld County Board of Commissioners, requiring attention to detail, moderate accounting, written communication skills, and adherence to County security standards to maintain confidentiality.
• Balances departmental deposit batches through CanAm software.
• May collect and account for fees or monies coming into the Department, maintain departmental expense account, submit vouchers for payment, and prepare purchase orders, invoices, budget accounts, and requisitions while following budgetary guidelines, all within the Workday software.
• May reconcile the purchase-card (P-card) for the department.

Clerical Duties - 15%

• Operates a variety of office equipment and software, including personal computer with Microsoft Office Suite, Adobe, Laserfiche, Agenda and Contract Management Software, Workday, CanAm, and OpenCities, as needed.
• Performs complex clerical duties and has a depth of knowledge to fill in for other positions in their absence.
• Schedule meetings and confirm appointments or other arrangements as required.
• Performs related work as required.
• Keeps informed of new laws, ordinances, policies and procedures, and implements changes as directed.
• May assist with completion of special projects, as assigned.

General - 5%

• Attends public meetings, may take and transcribe minutes and a variety of complex correspondence utilizing knowledge of technical terminology, review correspondence for accuracy and completeness, and prepare and distribute agendas and documentation for meetings.
• May assist with processing of liquor license/permit applications.
• May assist with processing of tax abatement petitions.
• May assist with processing of petitions to vacate right-of-way.
• May assist with preparing and processing of land use case files.

Required Qualifications

Required Education

• High School Diploma/GED

Preferred Education

• Two years schooling beyond high school and course work in office and business practices.

Preferred Experience

• Three years' experience in an increasingly responsible position in an office setting or any equivalent combination of education and experience, and
• A position equivalent to a Deputy Clerk to the Board, having responsibility for reception, document management, and completion of all associated paperwork with specific instructions.

Skills and Abilities

• Thorough knowledge of spelling, punctuation, and grammar, modern office practices, technical terminology, accounting/bookkeeping procedures, filing techniques, administrative practices, skill in taking and transcribing dictation as required, and operation of a variety of office equipment. (High proficiency)
• Thorough knowledge of Microsoft Office Suite. (High proficiency)
• Competent typing speed is required due to the number of documents that must be composed and completed on a daily basis. (Medium proficiency)
• Ability to learn the operation of the Clerk to the Board system for the electronic imaging of all official Board of County Commissioner records. (High proficiency)
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. (High proficiency)
• Ability to carry out any related duties from all public meetings/hearings of the Board of County Commissioners, including the ability to compose a variety of complex, formal documents, such as Resolutions, Ordinances, Minutes, and Weld County Code amendments, according to specific actions of the Board of County Commissioners and within very brief time limits. (Medium proficiency)
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals, Colorado Revised Statutes, and the Weld County Code. (High proficiency)
• Ability to write routine reports and correspondence. (High proficiency)
• Ability to exercise initiative and an extensive use of independent judgment; to communicate effectively, verbally, and in-writing; to establish and maintain effective working relationships with employees, professionals, other departments, agencies, and the public. (Medium proficiency)
• Ability to speak effectively before groups of customers or employees of organization. (Medium proficiency)
• Ability to apply common sense understanding to carry out job requirements without specific instructions being given. (Medium proficiency)
• Ability to deal with problems involving a few concrete variables in standardized situations. (Medium proficiency)
• Candidate must pass criminal background check prior to employment start date.

Licenses and Certifications

• Notary License within 60 Days. Required
• Candidate must pass criminal background check prior to employment start date. Required
<