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Chief Clerk/Open Records Officer

4 months ago

Reading, United States Berks County, PA Full time

POSITION SUMMARY:

Responsible for coordinating a wide variety of administrative and organizational activities of the County Board of Commissioners, as defined in the 3rd Class County Code, including taking minutes at publicly advertised meetings, keeping records, minutes, and ordinance books, filing papers and proceedings, and attesting to all documents authorized by the Board of Commissioners. This position works with the Board of Commissioners and reports to the Chief Operations Officer (COO) and the Deputy Chief Operations Officer (DCOO). The Chief Clerk ensures that all officially approved resolutions and ordinances are provided publicly and internally to all appropriate department heads and/or county agencies. This position also acts as the County of Berks Open Records Officer.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

* Responsible for the timely preparation and distribution of the Commissioner Meeting Agendas. This shall include establishing appropriate deadlines for submission of agenda items and following up with departments and agencies to ensure that the Board of Commissioners has adequate information for all agenda items. Posts Meeting Agendas and Minutes to County webpage.
* Attend regular and special meetings of the Board of Commissioners and accurately record the minutes, ordinances, resolutions, and motions of the Board of Commissioners in the official records of the County. Oversee the custody and control of official County records.
* Prepare and publish public and legal notices of public meetings in compliance with County Code.
* Receive written correspondence on behalf of the Board of Commissioners, determine the appropriate recipient of the correspondence, and ensure its delivery.
* Respond to or forward to appropriate parties, requests and complaints relative to the delivery of County services or execution of County business.
* Coordinate various County activities and functions on behalf of the County Commissioners including, but not limited to: Inauguration Ceremony and Program preparation; Oaths of Office and bonding requirements for newly elected officials, filing of the annual State Ethics Statement, County Events and presentations.
* In accordance with the Pennsylvania Right to Know Law, act as the County of Berks Open Records Officer. Responsible for compliance and implementation of the County of Berks Right to Know Policy and Procedure.
* Maintain organizational files and records for Contracts, Boards and Authorities, including appointments.
* Prepare resolutions and other legal documents for the Commissioner Board Meetings.
* Provide back-up to other positions, as needed.
* Complete other duties and responsibilities as assigned.
* Occasionally travel on an as-needed basis for training and to complete assigned duties.
* Participation in CCAP conferences and trainings.

MINIMUM EDUCATION AND EXPERIENCE:

* Associate Degree in Public Administration, Business Administration or related field.
* Seven years of experience in records management and office administration, including working with customers and varied computer software applications including Microsoft Office Suite.
* Experience in a governmental entity in a capacity which would provide the requisite knowledge, skills, and abilities.
* Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
* Knowledge of office methods, practices, and procedures.
* Ability to maintain confidential information.
* Ability to write clear and accurate reports.
* Ability to exercise good judgment, tact, and courtesy.
* Ability to understand and carry out oral and written directions.
* Ability to organize work in a logical, effective, and efficient manner.
* Ability to effectively manage multiple projects simultaneously.
* Ability to communicate effectively both orally, and in writing.
* Ability to maintain professional demeanor when dealing with internal/external customers.
* Ability to work independently with a high degree of organization and sound judgment.
* Ability to develop effective relationships with department heads, agency directors, elected officials, private contractors, media representatives, and the public.
* Ability to handle stress.
* Physical presence in the office is required.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

* Knowledge of the organization and functions of county government, preferably the 3rd Class County Code.
* Skill in the operation of a variety of computer software applications, including, but not limited to, Microsoft Office Suite, Oracle, etc.

PHYSICAL DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 20 pounds a distance of fifteen feet or less.

WORKING ENVIRONMENT:

Normal office environment

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.