Commission Administrative Assistant

Position Overview

This position is located in the County Commissioner's Office in the County Courthouse. This position is responsible for providing reception and administrative assistance to the County Commission including clerical, administrative support, and special project functions. The position reports to the Executive Assistant and does not supervise other County personnel. The position will be cross trained on every duty performed in the Commission office.

Essential Job Duties and Responsibilities

• Performs a variety of clerical and administrative duties associated with the administration of a county department including answering the phone, receiving, and handling visitors, copying and faxing documents, sorting and distributing mail, and responding to routine questions and issues.
• Refers complicated or controversial matters and concerns to appropriate departments, elected officials, other county staff or the Commissioners. Determines and interprets the party's needs or issues and responds accordingly.
• Schedules conference rooms for the Commissioners and other departments when needed.
• Ensures agenda items, public notice, issues of concern, and related problems are addressed according to established guidelines regarding confidentiality, public records, level of Commission review and/or approval required, and other department and media involvement.
• Minute taking for Commission quorum meetings.
• Coordinates record management for the County Commissioners Office related to a wide variety of topics and functions by establishing and maintaining files and filing systems. Ensures availability and access of information as appropriate.
• Organizes, compiles, and maintains a variety of information related to current issues, agendas, priorities, and other matters of concern to the County. Uses this information to provide technical assistance to other departments, elected officials, the public and the Commissioners upon inquiry, and ensures availability and access as needed.
• Provides technical assistance to internal and external customers on current events and issues within the County, the Commissioners' schedules, and agenda items. Responds to questions, inquiries and directs callers or visitors to appropriate resources or other sources of information as applicable.
• In the absence of the Executive Assistant, prepares reports, drafts correspondence, and other communications for the Commissioners including formal and informal documents, memos, and related information.
• In the absence of the Executive Assistant, organizes and prepares for meetings and projects. Compiles information, reviews project scope and guidelines.
• Assists County Boards with agenda and minute preparation and distribution (Gallatin MHLAC etc.).
• Track term expirations of County board members and advertise vacancies. Maintain board files and prepare appointment letters for appointees and appointment memos for Commission meetings.
• Coordinates a variety of activities associated with the smooth operation of the Commissioner's Office as appropriate, including solving day-to-day problems, providing information and support to county organizations, relaying information, and questions to appropriate parties, preparing documents, and conducting research, etc.
• Preparation and submittal of claims for payment in Munis.
• Preparation and submittal of quarterly reports for postage, motor pool, and copy charges.
• Performs reporting, budgetary, and financial duties in the absence of the Executive Assistant
• Assists with setting up AVI meetings in the Community Room which includes starting the tablet on the dais and camera positions for the work sessions meetings in the back of the room or Commission meetings in the front of the room.

Other Duties as Assigned

• Performs a variety of other duties as assigned by the County Commissioners including researching, organizing and coordinating a variety of special projects, completing reports or summaries, attending continuing education and training, and a variety of other functions as needed. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc.,
  
  County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

This work requires knowledge of state and local statutes, rules, regulations and procedures of county government operations, research methods and procedures, and manual and electronic database management methods and techniques. The work also requires knowledge of appropriate sources of information needed to carry out administrative and program support, and knowledge of office operations and equipment, and related secretarial and clerical support functions.

The position requires the ability to communicate effectively both verbally and written. The position must be able to multi-task.

The required knowledge, skills, and abilities are typically acquired through a…