Executive Services Coordinator

Administrative Support Position

Prioritize your health and wellbeing! Work for Jefferson County and take advantage of six month's worth of vacation and sick leave upfront and low-cost family health insurance! Enjoy work-life balance.

This position works directly for the County Administrative Officer and receives administrative direction from the Jefferson County Board of Commissioners and County Counsel. The position provides executive-level administrative support and serves as a central coordinator for Board administration, public records, ordinance codification, contract administration, and other countywide administrative functions. The position serves as a key resource to County departments, elected officials, and the public, requiring a high degree of professionalism, confidentiality, accuracy, independent judgment, and attention to detail.

Responsibilities include maintaining official Board records, coordinating public meetings and agendas, managing administrative systems and records, supporting public information efforts, and ensuring the accurate and timely completion of assigned projects and statutory responsibilities.

As the primary administrative support position for the County Administrative Officer, Board of Commissioners, and County Counsel, this position performs a wide range of complex and highly responsible duties requiring discretion, sound judgment, and independent decision-making. The position serves an integral role in supporting Board operations, maintaining official records, administering administrative systems, coordinating compliance-related functions, and facilitating communication among County departments, elected officials, governmental agencies, and the public.

The incumbent must possess exceptional organizational skills, maintain strict confidentiality when required, demonstrate political neutrality in the performance of official duties, and effectively manage multiple priorities in a fast-paced environment.

• Provides comprehensive administrative and secretarial support services for the County Administrative Officer, County Counsel, and County Commissioners; prepares correspondence from rough drafts; composes and proofreads correspondence in accordance with standard policies.
• Assists in the coordination of County communications and public information activities. Identifies potential content opportunities and works with County departments and designated communications resources to gather information, photographs, project updates, event notices, and other materials for publication through the County website, social media platforms, newsletters, and other public information channels.
• Attends meetings of the Board of Commissioners, including evening meetings.
• Takes and records minutes of all Board of County Commissioner meetings. Assures that all audio, video, and recording equipment is operating properly.
• Under the direction of the County Administrative Officer prepares, schedules, distributes, and maintains Commission meeting agenda.
• Immediately after each Commission meeting, using the County's numerical recording system, documents and records Commission action items and distributes, copies or mails those recorded action items to the appropriate person or organization.
• Manages and coordinates follow-up to Commission meetings, including appropriate notifications, securing signatures on contracts, writing letters, administering ordinance codification, preparing and distribution of meeting minutes, and maintaining the official Commission record in coordination of the County Clerk's Office.
• Organizes and maintains Board of Commissioner files and records, including Orders, Minutes, Resolutions, Plans and electronically recorded minutes.
• Serves as administrator of the County's contract management database. Maintains records of executed agreements, amendments, and renewals; tracks key contract dates and deadlines; provides timely notification to departments of upcoming expirations, renewals, and required actions; assists departments with contract retrieval and reporting; and supports County-wide contract management practices.
• Submits appropriate Commission documents to County Clerk for archival. Assists the County Clerk in developing a disaster recovery program for public records.
• Manages, coordinates and often responds to requests for public records from citizens, civic organizations, news media, and other public agencies in compliance with Oregon Public Records law.
• Assists the public and County staff by responding to inquiries and researching issues related to the Jefferson County Code and Board actions; researches and prepares information and elements of studies and reports.
• Serves as the County Code Coordinator and is responsible for maintaining the Jefferson County Code, coordinating codification of newly adopted ordinances, serving as the primary liaison with the County's code publishing vendor, and ensuring codified ordinances and amendments are incorporated into the published…