Commission Administrative Assistant

Position Overview

This position is located in the County Commissioner’s Office in the County Courthouse. It 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 employee will be cross trained on every duty performed in the Commission office.

• Performs a variety of clerical and administrative duties such as 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 to appropriate departments, elected officials, other county staff, or the Commissioners. Determines and interprets parties’ needs or issues and responds accordingly.
• Schedules conference rooms for the Commissioners and other departments as needed.
• Ensures agenda items, public notices, issues of concern, and related problems are addressed according to established confidentiality guidelines, public records requirements, level of Commission review and/or approval needed, and other department and media involvement.
• Take minutes for Commission quorum meetings.
• Coordinate record management for the County Commissioners Office by establishing and maintaining file and filing systems, ensuring availability and access to information.
• Organize, compile, and maintain information on current issues, agendas, priorities, and other matters of concern to the County; use this information to provide technical assistance to other departments, elected officials, the public, and the Commissioners upon inquiry.
• Provide technical assistance to internal and external customers on current County events, issues, Commissioners’ schedules, and agenda items; respond to inquiries and direct callers or visitors to appropriate resources.
• In the Executive Assistant’s absence, prepare reports, draft correspondence, and other communications for the Commissioners, including formal and informal documents, memos, and related information.
• In the Executive Assistant’s absence, organize and prepare for meetings and projects; compile information and review project scope and guidelines.
• Assist County Boards with agenda and minute preparation and distribution (Gallatin MHLAC, etc.).
• Track term expirations of County board members, advertise vacancies, maintain board files and prepare appointment letters for appointees and appointment memos for Commission meetings.
• Coordinate a variety of activities associated with smooth operation of the Commissioner’s Office, 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.
• Prepare and submit claims for payment in Munis.
• Prepare and submit quarterly reports for postage, motor pool, and copy charges.
• Perform reporting, budgetary, and financial duties in the absence of the Executive Assistant.
• Assist with setting up AVI meetings in the Community Room, including starting the tablet on the dais and camera positions for work‑session meetings in the back or Commission meetings in the front.

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

The 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. Proficiency in office operations and equipment, as well as secretarial and clerical support…