Administrative Position: Deputy Board Clerk I​/II​/III

Deputy Board Clerk I

Under general supervision of the Clerk of the Board, to perform administrative and office support work in connection with the operations of the Board of Supervisors Office; to perform Board support duties; and to do related work as required.

This is the entry and first working level in the Deputy Board Clerk class series. Incumbents perform a variety of administrative and office support functions for the Administrative Agency, Clerk of the Board, and the Board of Supervisors. This class is distinguished from Deputy Board Clerk II in that the Deputy Board Clerk II performs a wider variety of more complex assignments.

Reports to County Administrative Officer and Clerk of the Board.

Classifications supervised None

The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all the duties listed.

Deputy Board Clerk I

• Performs office, board, and administrative support work as directed by the County Administrative Officer, or designee, Clerk of the Board, and the Board of Supervisors.
• Receives and transcribes dictation of letters, reports, memorandums, and other correspondence from notes, written, and oral instructions.
• Independently prepares correspondence and memorandums.
• Takes notes and prepares minutes for the Board of Supervisors.
• Prepares minute orders and resolutions of Board actions.
• Publishes required notices before deadlines.
• Assists with the preparation of Board agenda and consent agenda.
• Reviews materials for errors in grammar and English usage.
• Serves as a receptionist for the Administrative Agency and/or Board of Supervisors, receiving callers, providing information, answering complaints, and/or scheduling appointments.
• May compile statistical information.
• Assists with the preparation of contracts, ordinances, and other legal documents.
• Opens and routes mail.
• Indexes materials for reference.
• Receives and checks bills and prepares claims for payment.
• Maintains files of official board, commission, and committee actions, filing information as required.

Deputy Board Clerk II

• Performs secretarial work as directed by the County Administrative Officer, or designee, Clerk of the Board, and/or Board of Supervisors.
• Receives and transcribes dictation of letters, reports, memorandums, and other correspondence from notes, written, and oral instructions.
• Independently prepares correspondence and memorandums.
• Takes notes and prepares minutes for the Board of Supervisors.
• Determines information to be included in permanent records of Board proceedings.
• Prepares minute orders and resolutions of Board actions.
• Publishes required notices before deadlines.
• Prepares Board agenda and consent agenda.
• Reviews materials for errors in grammar and English usage.
• Serves as a receptionist for the Administrative Agency, and/or Board of Supervisors, receiving callers, providing information, answering complaints, and/or scheduling appointments.
• May compile statistical information.
• Prepares contracts, ordinances, and other legal documents.
• Opens and routes mail.
• Indexes materials for reference; receives and checks bills and prepares claims for payment.
• Maintains files of official board, commission, and committee actions, filing information as required.

Deputy Board Clerk III

• Provides lead direction, work coordination, and training for other Board Clerks.
• Makes daily assignments to Board Clerks, ensuring that each Board member has an assigned Board Clerk and that there is an even distribution of work among Board Clerks,
• Reports to the Chairman of the Board of Supervisors and/or County Administrative Officer, or designee, on suggested procedural or policy changes and requests clarification of policy and procedure when necessary.
• Receives, reviews, and prepares required documentation for Board meetings.
• Maintains fiscal records.
• Records minutes of Board proceedings and prepares minutes.
• Accepts paper and documentary evidence introduced in Board meetings.
• Keeps track of exhibits.
• Prepares and submits proper documents to other agencies as necessary.
• Prepares and submits special reports to other governmental agencies.
• Schedules and calendars proceedings.
• Prepares and implements new forms.
• Assists with research as directed.
• Prepares and maintains copies of documents.
• Notifies affected parties of hearing dates.
• Compiles statistical information.
• Prepares notices to involved parties on appeals and monitors cases on appeal, preparing appropriate documentation.
• Performs a variety of office and Board support work.
• Prepares letters and correspondence.
• Operates computers, maintaining and updating files and databases.
• Generates computer reports; preforms word processing; operates office equipment.

Deputy Board Clerk I

Knowledge of:

• Basic knowledge of the functions and procedures of the County Board of Supervisors.
• Modern office methods and practices.
• Receptionist and telephone answering…