Administrative Position: Deputy Board Clerk I/II/III

Deputy Board Clerk I Under general supervision of the Clerk of the Board, to perform administrative and office support work in connection with the operations of the Board of Supervisors Office; to perform Board support duties; and to do related work as required. Distinguishing Characteristics This is the entry and first working level in the Deputy Board Clerk class series. Incumbents perform a variety of administrative and office support functions for the Administrative Agency, Clerk of the Board, and the Board of Supervisors. This class is distinguished from Deputy Board Clerk II in that the Deputy Board Clerk II performs a wider variety of more complex assignments. Reports To County Administrative Officer and Clerk of the Board. Classifications Supervised None Deputy Board Clerk II Under general supervision of the Clerk of the Board, to perform a wide variety of responsible administrative and office support work in connection with the operations of the Board of Supervisors Office; to independently perform a wide variety of complex and difficult Board support duties; and to do related work as required. Distinguishing Characteristics This is the advanced working level in the Deputy Board Clerk class series. Incumbents provide a wide variety of administrative and secretarial support for the Administrative Agency, Clerk of Board, and the Board of Supervisors. This class is distinguished from Deputy Board Clerk I by the performance of more complex assignments with less direction and supervision. Reports To County Administrative Officer and Clerk of the Board. Classifications Supervised None Deputy Board Clerk III Under general direction, to provide lead direction, work coordination, and training for a group of Deputy Board Clerks; to receive, review, and process documents for the Board of Supervisors; to prepare required documents and maintain official records of the Board of Supervisors actions and proceedings; to attend Board meetings, taking minutes and providing support for proceedings; to provide a variety of general assistance for the Board of Supervisors; and to do related work as required. Distinguishing Characteristics This is a lead supervision level in the Board Clerk series. Incumbents perform a variety of assignments, requiring substantial experience and working background in administrative work. They are also expected to regularly provide lead direction, work coordination, and training for a group of Board Clerks. Reports To County Administrative Officer and Clerk of the Board. Classifications Supervised Provides lead direction to Deputy Board Clerk I and II. Examples of Duties The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed. Deputy Board Clerk I Duties Performs office, board, and administrative support work as directed by the County Administrative Officer, or designee, Clerk of the Board, and the Board of Supervisors. Receives and transcribes dictation of letters, reports, memorandums, and other correspondence from notes, written, and oral instructions. Independently prepares correspondence and memorandums. Takes notes and prepares minutes for the Board of Supervisors. Prepares minute orders and resolutions of Board actions. Publishes required notices before deadlines. Assists with the preparation of Board agenda and consent agenda. Reviews materials for errors in grammar and English usage. Serves as a receptionist for the Administrative Agency and/or Board of Supervisors, receiving callers, providing information, answering complaints, and/or scheduling appointments. May compile statistical information. Assists with the preparation of contracts, ordinances, and other legal documents. Opens and routes mail. Indexes materials for reference. Receives and checks bills and prepares claims for payment. Maintains files of official board, commission, and committee actions, filing information as required. Deputy Board Clerk II Duties Performs secretarial work as directed by the County Administrative Officer, or designee, Clerk of the Board, and/or Board of Supervisors. Receives and transcribes dictation of letters, reports, memorandums, and other correspondence from notes, written, and oral instructions. Independently prepares correspondence and memorandums. Takes notes and prepares minutes for the Board of Supervisors. Determines information to be included in permanent records of Board proceedings. Prepares minute orders and resolutions of Board actions.Publishes required notices before deadlines. Prepares Board agenda and consent agenda. Reviews materials for errors in grammar and English usage. Serves as a receptionist for the Administrative Agency, and/or Board of Supervisors, receiving callers, providing information, answering complaints, and/or scheduling appointments. May compile statistical information. Prepares contracts, ordinances, and other legal documents. Opens and routes mail. Indexes materials for reference; receives and checks bills and prepares claims for payment. Maintains files of official board, commission, and committee actions, filing information as required. Deputy Board Clerk III Duties Provides lead direction, work coordination, and training for other Board Clerks. Makes daily assignments to Board Clerks, ensuring that each Board member has an assigned Board Clerk and that there is an even distribution of work among Board Clerks. Reports to the Chairman of the Board of Supervisors and/or County Administrative Officer, or designee, on suggested procedural or policy changes and requests clarification of policy and procedure when necessary. Receives, reviews, and prepares required documentation for Board meetings. Maintains fiscal records. Records minutes of Board proceedings and prepares minutes. Accepts paper and documentary evidence introduced in Board meetings. Keeps track of exhibits. Prepares and submits proper documents to other agencies as necessary. Prepares and submits special reports to other governmental agencies. Schedules and calendars proceedings. Prepares and implements new forms. Assists with research as directed. Prepares and maintains copies of documents. Notifies affected parties of hearing dates. Compiles statistical information. Prepares notices to involved parties on appeals and monitors cases on appeal, preparing appropriate documentation. Performs a variety of office and Board support work. Prepares letters and correspondence. Operates computers, maintaining and updating files and databases. Generates computer reports; performs word processing; operates office equipment. Deputy Board Clerk I Knowledge of Basic knowledge of the functions and procedures of the County Board of Supervisors. Modern office methods and practices. Receptionist and telephone answering techniques. Business forms, letters, and report writing. English usage, spelling, grammar, and punctuation. Filing, indexing, and cross-referencing methods. Personal computers and software applications related to administrative support work. Deputy Board Clerk I Ability to Perform a variety of specialized administrative support work. Interpret, and explain a variety of legislation, rules and policies. Assist with preparation of minutes, agenda, consent agenda, correspondence, and miscellaneous reports. Perform responsible clerical and secretarial work requiring independent judgement with speed and accuracy. Type at a speed of 50 words per minute from clear, legible copy. Identify and handle confidential information. Take and transcribe notes of Board proceedings. Use a personal computer and appropriate software for word processing, recordkeeping, and administrative functions. Effectively represent the Board of Supervisors in answering questions, responding to inquiries, providing assistance, and dealing with concerns from the public, community organizations, other County staff, the press, and other agencies. Establish and maintain cooperative working relationships. Deputy Board Clerk II Knowledge of Functions and procedures of the County Board of Supervisors. Modern office methods and practices. Receptionist and telephone answering techniques. Business forms, letters, and report writing. English usage, spelling, grammar, and punctuation. General organization and functions of County government. Filing, indexing, and cross-referencing methods. Establishment and maintenance of filing and information retrieval systems. Personal computers and software applications related to administrative support work. Deputy Board Clerk II Ability to Perform a wide variety of complex and specialized administrative support work. Interpret, and explain a variety of legislation, rules and policies. Independently prepare minutes, agenda, consent agenda, correspondence, and miscellaneous reports. Perform responsible clerical and secretarial work requiring independent judgement with speed and accuracy. Type at a speed of 50 words per minute from clear, legible copy. Identify and handle confidential information. Take and transcribe notes of Board proceedings. Use a personal computer and appropriate software for word processing, recordkeeping, and administrative functions. Effectively represent the Board of Supervisors in answering questions, responding to inquiries, providing assistance, and dealing with concerns from the public, community organizations, other County staff, the press, and other agencies. Establish and maintain cooperative working relationships. Deputy Board Clerk III Knowledge of County policies, rules, and regulations. Laws, rules, regulations, and legislation affected the Board of Supervisors. Operations, rules, policies, and procedures of the Board of Supervisors. Public and community relations. Preparation and maintenance of Board calendars. Establishment and maintenance of filing and information retrieval systems. Personal computers and software applications. Principles of work coordination and training. Deputy Board Clerk III Ability to Perform a wide variety of complex and specialized work. Attend Board meetings and perform a variety of support functions. Interpret, explain, and apply a variety of policies, rules, procedures, and regulations. Provide lead direction, training, and assign work to others. Read and understand statutes and instructions related to Board proceedings. Understand and follow Board calendar procedures. Work with considerable initiative and independence while exercising good judgment in recognizing scope of authority. Gather, organize, analyze, and present a variety of data and information. Prepare clear, concise, and accurate records and reports. Take and transcribe notes of Board proceedings. Use a personal computer and appropriate software for word processing, record keeping, and Board support functions. Effectively represent Board members in answering questions, responding to inquiries, providing assistance, and dealing with concerns from the public, community organizations, other County staff, and other agencies. Establish and maintain cooperative working relationships. Typical Physical Requirements Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, and FAX. Typical Working Conditions Work is performed in an office environment; continuous contact with staff and the public Deputy Board Clerk I Education A high school diploma or GED equivalent. Deputy Board Clerk I Experience Two (2) years of responsible office experience preferably including some experience in working with the minutes, resolutions, and business activities of an elected government body. Deputy Board Clerk II Education A high school diploma or GED equivalent. Deputy Board Clerk II Experience Two (2) years of responsible office experience preferably including some experience in working with the minutes, resolutions, and business activities of an elected government body at a level equivalent to Deputy Board Clerk I with Amador County. Deputy Board Clerk III Education A high school diploma or GED equivalent. Deputy Board Clerk III Experience At least one (1) year of responsible experience performing a variety of administrative and Board support work at a level equivalent to Board Clerk II in Amador County. Special Requirements Must possess and maintain a valid California Driver’s license. #J-18808-Ljbffr Amador County (CA)