County Administration Office - Commissioners Court​/Boards Coordinator, Senior

Acceptable Experience and Education

Associates Certificate in Business or related field, and five (5) years of increasingly responsible clerical and administrative work experience; and one (1) year of experience in operating details of various boards. Or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

May require Deputy Clerk deputizing.

In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.

Serves as the primary administrator and subject matter expert for the County’s Agenda Management System, including oversight and maintenance of system functionality, user access, workflow configuration, and agenda item tracking.

Coordinates improvement or modifications.

Performs diverse and highly responsible support duties to ensure efficient planning of governing or advisory boards; is responsible for ensuring the preparation and posting of agendas.

Prepares, organizes, and manages the creation of weekly agendas for Commissioners Court and as needed for assigned boards.

Is responsible for the effectiveness of daily functions; plans and coordinates the screening operation of these ... (incomplete but kept) ... distributes the workload in methods to expedite and meet deadlines.

Attends and records all proceedings of Commissioners Court and assigned boards meetings required and prepares the official minutes.

Ensures agenda, minutes, and records of Commissioner Court meetings and assigned boards comply with Open Meetings Act.

Performs administrative and clerical tasks, including correspondence, report preparation, and other materials from source documents for review and signature; reads and reviews outgoing correspondence; performs data entry, and processes mail.

Reviews agenda submissions from County departments, and elected officials for completeness, accuracy, compliance, and proper formatting; identifies errors or deficiencies and coordinates corrective action with submitting departments to ensure compliance with legal posting requirements and established deadlines.

Provides technical support and troubleshooting for the Agenda Management System; diagnoses, researches, and resolves user issues related to system access, agenda entry, workflow processing, document uploads, and records management.

Provides guidance, technical support, and training to elected officials, department heads, executive staff, administrative personnel, and other system users on the Agenda Management System; guides users through agenda preparation, submission requirements, workflow processes, and system functionality to ensure accurate, timely, and compliant agenda submissions.

May serve as the initial point of phone, email, or personal contact for participants, outside agencies, other county departments and the general public concerning inquiries or complaints about a specific program and/or its services; researches information; makes appropriate referrals for assistance.

Reviews and evaluates work methods and procedures; meets with management staff to identify and resolve problems.

Monitors system performance and functionality; evaluates operational processes and recommends enhancements, modifications, and best practices to improve efficiency, accuracy, compliance, and user experience.

Maintains files and records; arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes.

Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs, and statistical summaries.

Posts official notices of Commissioners Court or board meetings with appropriate authorities and within time requirements established by law; submits minutes to court for approval and distributes approved minutes to departments as requested.

Uses current computer software programs to prepare drafts of documents and finished documents, reviewing finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.

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