Clerk of the Board Specialist

Pima County•Tucson, AZ

11d•$23 - $31

About The Position

The Clerk of the Board Specialist provides professional administrative support to the Clerk of the Board’s Office. The position directly supports official Board of Supervisors meetings and prepares and maintains the official records of Board actions and proceedings. It facilitates and carries out the Clerk of the Board’s duties under A.R.S. §11-241 and works closely with the Clerk of the Board Administrative Services Manager to support effective communications under limited supervision. The role includes preparing agendas and meeting minutes, processing permits, licenses, claims, lawsuits, and public records requests, and providing administrative and coordination support to the Clerk’s office and Board district offices. It also involves responding to public and staff inquiries, maintaining calendars and specialized files and databases, processing accounting documentation, preparing reports and correspondence, and handling confidential or sensitive inquiries. This classified position requires employees to work evenings at least twice each month. A valid driver license is required at application, and a valid Arizona driver license is required at appointment. Employment is contingent on review and approval of the applicant’s driving record and a pre-employment background screening.

Requirements

Associate’s degree from an accredited college or university in public administration, business administration, management, or a closely related field as determined by the department head at the time of recruitment; relevant experience and/or education from an accredited college or university may be substituted.
Alternatively, one year with Pima County as an Administrative Assistant III, Administrative Specialist I, or another closely related professional administrative classification.
Qualifying education and experience must be documented in the Education and Work Experience sections of the application.
Valid driver license at the time of application and valid Arizona driver license at the time of appointment.
Subject to a 39-month DOT Motor Vehicle Record review and Fleet Services review and approval of the driving record.
Successful candidates must complete a post-offer, pre-employment background screening, including verification of work history, education, and criminal conviction history.
Must work evenings at least twice each month.
Physical and sensory abilities may include grasping, speaking in person and on the phone, and vision needs such as operating a motor vehicle, distinguishing colors, depth perception, and peripheral vision.

Nice To Haves

Experience with or knowledge of agenda preparation and/or minute transcription.
Experience with or knowledge of Microsoft Office Suite, including Word, Excel, and Outlook.
Experience with or knowledge of Adobe Professional.
Experience in office administration.

Responsibilities

Prepare agendas in compliance with the Open Meeting Law, take meeting minutes or transcription for Board of Supervisors meetings, and prepare and process documents related to official Board actions.
Represent the Clerk’s office during Board of Supervisors meetings and help address issues that may arise during meetings.
Process Bingo and fireworks permits and liquor license applications, and receive and process notices of claims and lawsuits for the County.
Assist with processing and maintaining public records requests.
Provide administrative support to the Clerk’s office by screening calls, mail, email, and other communications; initiating appropriate responses; recording and transcribing dictation; and preparing, editing, or proofreading documents.
Provide administrative support, as needed, to the district offices of the Board of Supervisors.
Coordinate unit activities with departmental divisions, County departments, and outside agencies, including agenda submissions and program-specific support functions.
Respond to public and staff inquiries, provide information, resolve issues involving departmental or program rules and policies, or refer questions to appropriate staff.
Coordinate, schedule, and organize unit, program, or departmental calendars and meetings, and maintain specialized reference files and materials.
Lead and participate in preparing and processing accounting documentation, including requisitions, purchase orders, claims, and fund transfers.
Create, maintain, or direct the maintenance of specialized databases; enter and retrieve data; and produce computer-based reports.
Research, compile, and initially analyze information and prepare reports, correspondence, memoranda, personnel forms, operations manuals, and other documents for supervisory review and approval.
Conduct and document confidential or sensitive inquiries for management and maintain the security and confidentiality of information.