Borough Clerk Assistant

Kenai Peninsula Borough•Soldotna, AK

9d•Onsite

About The Position

Under the general direction and supervision of the Borough Clerk, the Borough Clerk Assistant is an administrative support position responsible for the administration and daily operations of the Borough Clerk’s Office. The Borough Clerk Assistant is distinguished from some of the other office administration positions in the Borough given its broader legal and administrative responsibilities including specialized knowledge of, and ability to interpret, the comprehensive laws, rules and regulations related to all legislative and election functions of the Borough Clerk’s Office. The duties of the Clerk’s Office include providing information to Borough assembly members, department directors, candidates for office, Borough staff and the general public. This position is expected to serve as Acting Borough Clerk as assigned. This position is occasionally required to work regular and special Borough assembly meetings, as well as staff ad hoc committees as necessary. The position has the authority to make crucial decisions affecting the direction of the Borough Clerk’s Office and is therefore a sought-after resource in decision making and policy setting. The Borough Clerk Assistant performs the usual roles of managing correspondence, preparing research, and communication while also acting as the “gatekeeper” for the department.

Requirements

High school diploma or GED
A minimum of four (4) years of increasingly responsible office support experience, which included public contact, clerical support, record keeping, accounting support and office management.
Previous work experience should include roles with an extremely high attention to detail, accuracy and organization, as the Borough Clerk Assistant role requires the meeting of stringent legal and procedural deadlines in a fast-paced environment.
Must be able to interact effectively and harmoniously with public and maintain effective working relationships with other employees.
Must have work experience utilizing programs including MS Office and the ability to learn new programs as needed.
Must type a minimum of 50 wpm.
Must have the ability to maintain confidentiality and demonstrate independent judgment.
Must be a self-starter and take the initiative to complete work within deadlines.
Must demonstrate significant organizational and time management skills.
The Borough Clerk Assistant will be expected to regularly complete tasks and assignments with minimal error and without direct supervision.

Nice To Haves

Support experience in a city or municipal clerk’s office, legal office or governmental agency.
Working knowledge of pertinent federal, state and local laws, codes and regulations including election laws and procedures, Alaska State Statutes (Title 29), Alaska Public Offices Commission forms and regulations.
Working knowledge of meeting protocol, parliamentary procedures, and principals and practices used in the accurate reporting of actions taken by a legislative body, as well as code provisions related to the operations of the Borough Clerk’s functions and matters which come before the Assembly and its Committees.

Responsibilities

Manages the preparation of the Assembly meeting packet, ensuring the packet is complete and accurate and contains all the required signatures and attachments; processes Borough resolutions, ordinances and related documents.
Learns, interprets and applies Borough department and division rules, regulations, policies, practices, ordinances, resolutions and laws; researches a variety of administrative and operational problems and makes effective operational and procedural decisions.
Maintains soft ledger accounting system for department, reconciles balances, researches transactions, performs budget transfers and verifies financial reports.
Prepares and processes all financial transactions for the department to include purchase orders, check requests, petty cash and travel authorizations.
Prepares and publishes legal advertisings and official legal notices pursuant to law.
Coordinates the development and maintenance of the department’s website, keeping all information current, making technical and aesthetic changes when appropriate.
Assists the Borough Clerk in conducting Borough elections; performs pre-election support functions including ordering election supplies and materials, assembling precinct voting supplies, assembling candidate packets and verifying residency and candidate requirements.
Professionally answers telephone and gives proper information to callers and/or routes calls to appropriate officials.
Greets visitors, ascertains nature of business; provides information, documents and directs visitors to the appropriate department and/or officials.
Uses tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines.
Establishes and maintains effective working relationships with employees and those contacted in the course of the work.
Participates in the development and administration of goals, objectives and procedures for the Borough Clerk’s Office.
Demonstrates an understanding of the organization, operation and services of the Borough and of outside agencies as necessary to assume assigned responsibilities.
Serves as voter registrar and notary public.
Assists in the preparation and administration of the operating budget for the department.
Maintains fixed asset inventory for the department.
Occasionally attends Committee and Assembly meetings in the absence of the Borough Clerk and/or Borough Deputy Clerk or as requested by the Borough Clerk.
Prepares official meeting minutes as assigned by the Borough Clerk.
Attends municipal clerk training sessions while working for professional certification with International Institute of Municipal Clerks (IIMC). Once certification is attained, participates in continuing education as appropriate.
Arranges travel schedule and reservations for Assembly members and Borough Clerk’s staff.
Other related tasks as assigned.