Assistant Deputy Clerk of the Board

Stafford County • Stafford County, VA

9d • Onsite

About The Position

Stafford County is seeking a highly organized, service-minded professional to join the County Administrator’s Office and help coordinate the administrative processes that keep County business moving forward. In this role, you’ll work closely with County leadership, elected officials, departments, and the public while assisting with managing a variety of important responsibilities—from preparing agendas and official records to coordinating meetings, maintaining records, managing administrative processes, and responding to requests for information. Your ability to anticipate needs, manage competing priorities, exercise sound judgment, and communicate with professionalism will be key to your success. If you enjoy meaningful work, take pride in getting the details right, and want a role that provides broad exposure to County operations and opportunities for professional growth, we invite you to bring your talents to the County Administrator’s Office and help us serve Stafford County. Performs intermediate technical and paraprofessional work in the County Administrator's office assisting with all administrative activities related to the Board of Supervisors. Does related work as required. Work is performed under the supervision of the Deputy Clerk to the Board of Supervisors and shall assume all the duties and responsibilities in their absence.

Requirements

• Thorough knowledge of standard office practices, procedures, and equipment
• Comprehensive working knowledge of the functions and organization of County government and general administrative policies and procedures
• Demonstrated proficiency in the use of personal computers working with common business software programs, databases, and various forms of technology with the ability to learn and use specialized systems
• Ability to maintain confidentiality, provide discretion, and maintain sensitive and confidential records
• Ability to communicate ideas effectively, both vocally and in writing
• Ability to prioritize and work independently, with minimal direction or guidance
• Dependable with ability to work under pressure to meet deadlines and to make decisions in accordance with laws, ordinances, regulations, and established procedures
• Ability to establish and maintain effective working relationships with County officials, department Directors, employees, and the general public
• Ability to interact professionally with tact and diplomacy with excellent customer service skills
• Bachelor's Degree in public or business administration, or related field
• 1 to 3 years of administrative support work experience, preferably in local government or public services environment
• Possession of or ability to obtain certification as a Certified Municipal Clerk (CMC)
• Certified Notary Public of the Commonwealth of Virginia

Responsibilities

• Assists with the preparation, maintenance, and distribution of Board packets, agendas, material, files, and records to include electronic and hard copy formats
• Attends Board meetings and work sessions to assist with the recording of events or actions taken at meetings. Takes notes and prepares records of official proceedings
• Assists the Deputy Clerk in serving as liaison between the Board, staff, and public for correspondence, inquiries, and requests for information
• Reviews and edits material for Board packages
• Provides guidance for items submitted by departments and agencies for comprehension, accuracy, and consistency following established procedures
• Prepares resolutions, ordinances, and proclamations for signature. Maintains a system to ensure accountability and control
• Prepares for publication and placement of legal notices and advertisements for public meetings and hearings in accordance with Virginia law and local ordinances
• Assists the public and staff by providing information regarding Board actions and records to include Freedom of Information Act (FOIA) requests
• Assists with the preparation of facilities for meetings of the Board coordinating with appropriate staff and County departments
• Assists with Records Management System for retention of all minutes, ordinances, resolutions, or any historical document adopted by the Board with the Virginia State Library
• Assists with the development of the Board of Supervisors and Clerks annual department budget
• Assists with managing the budget for the Board and Clerk's office to include expenditures, preparing expense reports, reimbursements for Board members, requisitions, and processing invoices for payment
• Manages the preparation, process, and publishing of Board of Supervisors Standing Committee agendas and agenda packets in Civic Clerk
• Manages the online speaker card portal and the process of distributing the speaker cards to the Board of Supervisors
• Manages the Boards, Authorities, Committees, and Commissions (BACC) meeting notice process
• Assists with providing ongoing Civic Clerk training for the organization
• Assists with the BACC conversion to use of Civic Clerk
• Assists with training of supportive personnel
• Acts as a Notary Public
• Assists with coordinating special events and receptions
• Performs related tasks as required

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level