Commission Coordinator

3 weeks ago

Albuquerque, United States Bernalillo County, NM Full time
Position Summary & Duties Responsible

POSITION SUMMARY

Responsible for coordination and implementation of the agenda process, and the maintenance of the records of Bernalillo County Commission (BCC) actions in accordance with County policies and procedures. This position is exposed to a high degree of confidential and sensitive information and the incumbent must be able to secure and maintain such confidence without any breach of information.

DUTIES AND RESPONSIBILITIES

  1. Manage agenda item legislative activities including training, developing procedures, and enforcing deadlines to meet state statutes. Plan, direct, coordinate and review the work plan for agenda item legislative services; assigns work activities and projects; monitor work flow; review and evaluate work products, methods and procedures.
  2. Serve as Administrator, Project Manager for MinuteTraq (MT), the County's legislative management application, Agenda Portal, Agenda Group site.
  3. Ensure meeting rooms for BCC and other County official meetings are properly scheduled, set-up and equipped with audio and video equipment and staffed appropriately in accordance with the Open Meetings Act and BCC Rules of Procedure.
  4. Responsible for the timely, thorough, and effective preparation and completion of the administrative processes for BCC meetings in accordance with the Open Meetings Act and the BCC Rules of Procedure which includes but is not limited to: preparation of agendas , including condensing and summarizing information from agenda letters; act as a source of information and liaison between County department, officials, boards, commission, and the public; prepare public hearing and related notices; oversee and prepare agenda calendars, agenda packets and materials and distribution of such to appropriate stakeholders.
  5. Attend BCC meetings; assist in various administrative aspects of this meeting which include but are not limited to: acts as recording secretary by recording actions and preparing action letters, minute orders, and/or minutes; and coordinate the signing and proper dissemination of official documents and the filing of minutes with the County Clerk's Office; publish and distribute affected ordinances, prepare resolutions, ordinances and contracts for signature by BCC members.
  6. Establish and maintain agenda planning processes which includes but is not limited to a "three-month calendar".
  7. Provide assistance and training for personnel who assist in the preparation of agenda items; prepare and distribute updates on agenda procedures and Administrative Instructions.
  8. Establish and maintain effective and regular written and verbal communication with Manager and staff; review and answer correspondence relating to the agenda process and boards and committees.
  9. Design, Develop, Manage, and Maintain the Agenda Portal, and the Agenda Group SharePoint site by designing and updating with current information to the Public and Countywide staff and communicate process changes or MinuteTraq application updates. Work with application developers to improve application features.
  10. Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements. Evaluate trends in legislative support; make appropriate recommendations to improve County services and responsiveness.
  11. Serve as liaison among the Commission, County Manager. Deputy County Managers, Chief Operating Officer, Directors, Elected Officials, and the public in regard to the agenda process.
  12. Perform related duties assigned to accomplish the mission and goals of Bernalillo County Government.
  13. Serve on committees, task forces, as assigned.
  14. Maintain the records and files on all BCC appointed boards and committees; prepare board and committee action reports; manage the correspondence associated with new appointments or term expiration.
  15. Manage special projects as assigned by supervisor.
  16. Incumbent(s) in this classification may handle sensitive and/or confidential records, plans, documents or decisions that require maintaining confidentiality of sensitive information.
  17. Any one position may not include all duties listed. However, the allocation of positions will be determined by the amount of time spent performing the essential duties listed above.

* The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required of all employees assigned to this job.

Minimum Qualifications
  1. Bachelor degree, from an accredited institution, in public administration, business administration or other related field(s) plus five (5) years of professional experience in an administrative capacity including experience in general management and/or project management. Any equivalent combination or related education and/or experience may be considered for the above requirements.
Supplemental Information

PREFERENCES

Master's Degree in related field.

ADDITIONAL REQUIREMENTS

The offer of this Bernalillo County position requires compliance with the following:

  1. Employee must successfully complete the post-offer employment medical examination and background investigation.
  2. Employee must comply with the safety guidelines of the County.
  3. Depending on assignment, some positions in this classification may require possession of a valid driver's license.
  4. Employee must complete required FEMA training(s) as assigned to position.
  5. Work schedule is not exclusively 8:00 a.m. to 5:00 p.m., as attendance at meetings is required and includes evening work hours.

WORKING CONDITIONS

  1. Essential duties are performed indoors.
  2. Duties are performed in a temperature- controlled environment.
  3. Duties are performed on an even surface, which may be carpeted or tile. Working surface is typically dry.

EQUIPMENT, TOOLS AND MATERIALS

  1. Equipment typically used to perform administrative duties include the telephone, computer, terminal, computer printer, computer keyboard, typewriter, photocopy machine, fax machine and calculator.
  2. Materials and products handled in the course of performing essential duties vary but may include files, forms, reports, various other paperwork, and a wide variety of basic office supplies.
Equal Opportunity Employer

COUNTY OF BERNALILLO IS AN EQUAL OPPORTUNITY EMPLOYER

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