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County Commission Administrative Support Specialist

2 months ago

Bozeman, Montana, United States Gallatin County, MT Full time
Salary: $23.46 Hourly

Location: Bozeman, MT

Job Type: Full-Time

Department: Clerk & Recorder

POSITION OVERVIEW

This role is situated within the Clerk and Recorder's Recording Office, tasked with ensuring precise documentation of County Commission meetings, assisting the public, and managing the receipt and recording of various documents, alongside additional assigned responsibilities. The position reports to the Recording Supervisor and does not entail supervisory duties.

MEETING PREPARATION AND SUPPORT
  • Assembles and organizes materials for weekly public meetings of the County Commission, ensuring all necessary documentation and supplies are prepared and accessible to participants.
  • Attends Commission meetings, operates recording equipment, and documents actions and comments for the official record.
  • Maintains and processes records related to Commission decisions, ensuring accurate documentation of meeting minutes and distribution for approval.
  • Manages files and indexes of Commission transactions, assisting individuals in locating specific information and addressing any discrepancies.
  • Archives audio recordings and approved minutes of Commission meetings for permanent records, providing access to the public as needed.
  • Processes legal documents, ensuring compliance with regulations, and manages the distribution and filing of these documents.
  • Assists county staff with contract entries and ensures adherence to policies and procedures for contract approvals.
  • Completes notification procedures for public hearings in accordance with legal requirements.
ADMINISTRATIVE SUPPORT
  • Receives and verifies incoming documents for compliance with recording laws, collecting necessary fees prior to acceptance.
  • Indexes documents into record management software, ensuring accuracy and completeness of data.
  • Conducts quality checks on indexed data, correcting errors as necessary to maintain uniformity.
  • Scans and processes documents into the permanent public record, adhering to quality control standards.
  • Handles platting activities to ensure proper documentation correlation.
  • Processes electronically submitted documents, ensuring compliance with relevant laws and office policies.
  • Records and files information to maintain accurate records retrieval and compliance.
  • Issues certified copies of records upon request, verifying identification and collecting applicable fees.
  • Provides assistance to customers through various channels, addressing inquiries and conducting necessary research.
  • Manages fee collection for services, ensuring accurate reporting and deposits.
  • Balances cash stations daily, generating financial reports and resolving discrepancies.
  • Prepares duplicate document images and data extracts for relevant parties.
QUALIFICATIONS

This position requires a solid understanding of state and county laws, effective communication skills, and proficiency in various software systems. The ability to handle sensitive information with discretion is essential.

EDUCATION & EXPERIENCE

Typically acquired through a combination of education and experience equivalent to high school graduation plus one year of relevant work experience.

VALUES

Commitment to Service: Employees engage with constituents positively and respectfully, understanding the importance of their roles.

Teamwork: Collaboration is key to achieving collective goals, fostering a positive work environment.

Mutual Respect: Open-mindedness and respect for diverse opinions contribute to effective solutions.

Innovation: A solution-focused mindset is essential for addressing challenges and anticipating needs.

Effectiveness: Thorough and accurate work is crucial for achieving desired outcomes.

Responsibility: Employees are accountable for their actions and decisions, ensuring transparency in their work.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

Gallatin County is committed to equal opportunity employment, ensuring no discrimination against applicants based on protected class status.