Clerk of the Board Specialist - Public Records Requests

Pima County • Tucson, AZ

1d

About The Position

The Clerk of the Board Specialist provides professional administrative support to the Clerk of the Board’s Office. This position assists directly in the processing and maintaining of Public Records Requests and works closely with the Public Records Manager to facilitate effective communications under limited supervision. Additionally, you will facilitate and execute the performance, duties, and functions of the office of the Clerk of the Board as prescribed in A.R.S. §11-241.

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.)
• One year with Pima County as an Administrative Assistant III, Administrative Specialist I, or another closely related professional administrative classification. (If substituting this option)
• Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Nice To Haves

• Experience processing public records requests.
• Experience with/knowledge of handling sensitive information, Arizona Public Records Laws, HIPAA, PHI, and PII.
• Experience using public records request management software.
• Experience with/knowledge of Microsoft Office Suite, Adobe Pro, and One Drive.
• Experience with redaction and review of Microsoft Outlook PST exports.

Responsibilities

• Prepares agendas in compliance with the Open Meeting Law, takes meeting minutes/transcription for Board of Supervisors’ meetings, and prepares and processes all documents related to the official actions of the Board of Supervisors
• Represents the Clerk’s office during Board of Supervisors Meetings and may be granted authority to help support any issues that may arise during the meetings
• Processes Bingo, Fireworks permits, and Liquor License applications in the County, and receives and processes all Notice of Claims and Lawsuits for the County
• Assist in the processing and maintaining of Public Records Requests
• Provides administrative support for the Clerk's office; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation, and provides administrative support, as needed, to the district offices of the Board of Supervisors
• Coordinates unit activity with other departmental divisions and County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as agenda submissions and program specific functions
• Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff
• Coordinates, schedules and organizes unit, program, or departmental calendars and meetings, and establishes and maintains specialized reference files and reference materials
• Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims and fund transfers
• Creates, maintains, and/or directs the maintenance of specialized databases including inputting and retrieving data and producing complex computer-based reports
• Researches, compiles and performs initial analysis of information, and prepares routine, recurring and special reports, correspondence, memoranda, personnel forms, operations manuals and other documents for supervisory review and approval including compiling information used in reports on program activities
• Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created

Benefits

• The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree