Assistant Board of Control Coordinator

Cuyahoga County, OH • Cleveland, OH

38d

About The Position

The purpose of the classification is to assist with the Board of Control meetings by preparing submissions for various meeting agendas, attending and assisting with Board of Control meetings, and supervising assigned staff. Distinguishing Characteristics: This is a journey level classification that is responsible for reviewing and preparing submissions for items appearing on the Executive Sponsored Items and Board of Control (BOC) agendas, attending and assisting with Board of Control meetings, and supervising assigned staff. The employee works under general supervision of the Board of Control Coordinator and works within a framework of established policies and procedures. Employees are expected to use judgment in application of policies and procedures. This classification serves as a supervisor of assigned staff. This position differs from the Board of Control Coordinator in that the latter oversees and reviews the work of this position.

Requirements

• Associate degree in business administration, management, or related field with one (1) year of administrative experience; or an equivalent combination of education, training, and experience.
• Related work experience: contract administration, contract compliance, accounting, fiscal, business administration, project management, purchasing, invoicing, or general office experience.

Responsibilities

• Manages progress of incoming item submissions through the queue in the database/agenda management systems; reviews incoming item submissions to ensure compliance with guidelines; determines item submissions assignment (BOC agenda, County Council agenda, contract cover modification, etc.); researches incoming purchase orders that meet the approved threshold amount; creates lists of purchase order submissions including all pertinent information (purchase order number, type, submitting department, vendor, etc.) for submission to the Clerk of the Board; determines whether approved items from BOC and County Council agendas will require an electronic signature or a wet signature; prepares approved documents for signature by electronically or physically tabbing documents and including appropriate verbiage for signature lines; submits documents for appropriate designee(s) to sign; scans and uploads fully executed contracts into database system; reviews items in the system that have been fully executed and approves them to move them out of the system; ensures that travel approval letters are completed and submissions are approved; takes note of the vote for each BOC meeting submission; assigns items and submissions under the proper agenda headings; moves submissions back into data management system for approval letters and electronic signature after meetings.
• Creates Agenda of Executive Sponsored items for the Executive Review Meetings; researches relevant history of items to formulate captions for the draft agenda; ensures all items have the necessary attachments, reports, and/or funding sources; contacts interdepartmental staff to verify incomplete or inaccurate vendor information and ensure compliance with policies, procedures, and ordinances; prepares summaries of agenda items ('captions') for Executive Review Meetings so all pertinent information is available when making decisions; creates captions for walk-on request of Executive Sponsored items for the draft agenda; finalizes Executive Sponsored items; approves submissions (for BOC and Executive Sponsored Items) through the queue process into the agenda management system; distributes final County Executive Sponsored Items to appropriate parties via email.
• Trains buyers and department staff on how to navigate and submit items on the agenda management software system; trains staff on the proper procedures; answers staff questions about the system or process.
• Supervises and directs the work of assigned staff; directs staff to ensure work completion and maintenance of standards; plans, assigns, and reviews work; coordinates and/or provides training and instruction; evaluates employee performance; responds to employee questions, concerns, and problems; approves employee timesheets and leave requests; prepares and reviews documents related to timesheets, requests for leave, and overtime; develops and monitors unit work plans and work performance standards; monitors and provides for employee training needs; meets with employees individually and as a unit; recommends personnel actions including selection, promotion, transfer, discipline, or discharge.
• Assists with setup of Board of Control and Executive Review Meetings; connects computer with screens to project BOC agenda; tests screens to check that cameras and sound system are ready for live transmission of BOC meeting; starts/stops the recording and live transmission of the BOC meeting; sets-up and handles the timer for public comments; takes notes on votes for BOC agenda items; takes notes on questions asked regarding BOC agenda items; records changes to BOC agenda including final board approval votes, OnBase document handle numbers, and items for signature.
• Completes duties of Board of Control Coordinator in his/her absence; establishes BOC agenda; attends and monitors the Executive Review meeting; creates minutes for the previous BOC meeting; answers questions and concerns regarding BOC agenda; attends BOC meetings to take attendance and read captions into the record.
• Performs supporting administrative responsibilities; prepares various reports, records, and other documents; responds to emails and phone calls; attends various trainings and meetings places orders to purchase office essentials; completes process for office work orders for requested repairs; oversees maintenance and repair of office machines; coordinates record requests.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: Associate degree
• Number of Employees: 1-10 employees