Assistant Clerk
7 months ago
General Statement
Under general supervision, assists theClerk/Director of Finance with duties performed as Clerk of the Board ofCommissioners (BOC). In this capacity,the Assistant Clerk assists in the management of the day-to-day operations ofthe Clerk’s office, assists with regulatory and compliance work and serves asClerk during live BOC meetings in the absence of the Clerk/Director of Finance.
Essential Job Functions
Essential jobfunctions are fundamental, core functions common to positions in aclassification. They are not intended tobe an exhaustive list of all job duties for any one position in theclass. Since class specifications are designed to be descriptive and notrestrictive, incumbents may complete one or all of the job duties listed ortasks of similar kind not specifically listed here. Acts as record keeper of the Board of Commissioners (BOC); prepares and publishes agendas, agenda packets, meeting minutes, live video stream, and proceedings records including executive session minutes. Acts as system administrator of the Granicus Agenda Management Solution; updates the system for BOC detail changes, tests new functionality and system changes, and troubleshoots system errors; communicates with agenda system service provider and ensures back-end system has accurate data. Acts as system administrator for the records management system; trains and supervises staff. Maintains District’s InSite Webpage by reconciling yearly compilation of the BOC meeting proceedings, annual financial report and quarterly P-card report distribution. Administers the Live Manager solution during board meetings; assists BOC President or presiding Chairperson by taking and tallying votes, recording results and assisting with adherence to basic parliamentary procedures. Prepares and provides BOC President or presiding Board members with scripts or notes to facilitate live public meetings. Provides new Board members and their aides with training on meeting and agenda procedures and responds to their questions and requests. Attests and ensures that audit report, budget, tax levy, ordinances, and bond issuance notification act (BINA) documents are filed and published in accordance with all statute, regulation and policy guidelines. Acts as keeper of the District seal. Acts as liaison with court reporter service provider to ensure that all BOC meetings are scheduled and transcripts are properly maintained in accordance with the Open Meetings Act. Maintains related documents including rules of the BOC, standard operating procedures and Agenda Management Solution training documents. Provides District staff with training on the Board Letter Online System. Receives and processes all public and private issued legal documents for the District such as summons, liens, petitions for variance. Supervises the records disposal process to ensure accurate and timely filing and destruction of District documents; works with staff and state archives records management to sign and file disposal certificates.
Other Job Functions
Attends annual Open Meetings Act training as the District’s required designee. May approve timesheets, Concur requests and expense reports. Performs other duties as assigned.
Environmental Conditions
Typical office environment. May use standard office equipment andcomputer terminals.
Desirable Knowledge, Skills and Abilities
Considerable knowledge of the Illinois Open Meetings Act. Considerable knowledge of Parliamentary Procedures and Robert’s Rules of Order. Strong computer skills including word processing, database and spreadsheet applications. Customer service skills. Ability to prioritize and organize work, balancing and maintaining workload to meet time constraints. Ability to communicate to various audiences in a way that is conducive to achieving results. Ability to communicate effectively orally and in writing.
Minimum Qualification Requirements
Possession of a bachelor’s degree from anaccredited four-year college or university and three years of experience providingadministrative support for the formal meetings of a governing board or otherpolitical body and otherwise functioning as liaison of the organization to thatboard.
Substitution
Additional administrative experience supporting theformal meetings of a governing board or other political body and otherwisefunctioning as liaison of the organization to that board may be substituted forthe required education on a year-for-year basis.
Promotional Requirement
None-
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