Executive Assistant/Deputy Clerk-BOC

Barrow County BOC•Barrow County, GA

20h

About The Position

This position performs highly responsible, complex, and confidential executive administrative work in support of the County Manager and the County Manager's Office. Serves as the primary administrative liaison for the County Manager by managing executive communications, coordinating schedules, researching issues, preparing reports and correspondence, and ensuring the efficient operation of the office. Exercises considerable independent judgment, professionalism, and discretion while interacting with elected officials, department directors, employees, citizens, and external agencies. Reviews, researches, and summarizes reports, policy documents, and correspondence; prepares responses to inquiries from the Board of Commissioners; coordinates special projects; and develops and implements administrative procedures that improve the efficiency and effectiveness of the County Manager's Office. Serves as the Executive Assistant to the County Manager while assisting the County Clerk in carrying out statutory and administrative responsibilities to the Board of Commissioners. Assists with preparing Board agendas, maintaining official records, documenting Board actions, coordinating appointments to boards and authorities, and ensuring compliance with applicable laws governing public meetings, public records, and records retention. Work requires exceptional organizational skills, sound judgment, initiative, attention to detail, and the highest degree of confidentiality. Provides executive-level administrative and clerical support to the County Manager's Office, including managing calendars, scheduling appointments, coordinating meetings, arranging travel, maintaining administrative and reference files, and handling incoming correspondence, telephone calls, and visitors. Coordinates meetings for the County Manager by preparing agendas, assembling background materials, documenting action items, and ensuring appropriate follow-up on assigned tasks. Serves as a liaison between the County Manager's Office, Board of Commissioners, County departments, elected officials, governmental agencies, and the public by responding to inquiries and directing requests to the appropriate personnel. Assists the County Clerk in the preparation and distribution of Board of Commissioners meeting agendas, agenda packets, resolutions, ordinances, and supporting documentation. Acts in the absence of the County Clerk by performing essential administrative duties necessary to support Board operations, including preparing meeting agendas and packets, coordinating meeting logistics, notifying Commissioners, County staff, and other interested parties of meetings, and attending Board meetings, public hearings, workshops, and other official functions as directed. Assists with the preparation, indexing, maintenance, and preservation of official Board minutes, resolutions, ordinances, contracts, and other permanent County records in accordance with applicable records retention requirements. Assists the County Clerk in administering appointments to County boards, commissions, and authorities, including maintaining appointment records, coordinating advertisements, and preparing appointment, reappointment, and appreciation correspondence. Assists in responding to Open Records Requests and public inquiries in compliance with the Georgia Open Records Act and applicable County policies. Researches, compiles, and summarizes information, reports, and background materials for the County Manager, Board of Commissioners, and County Clerk. Maintains confidential legal, personnel, financial, and administrative information while exercising sound judgment, professionalism, and discretion. Provides exceptional customer service by responding to inquiries from citizens, elected officials, County staff, and external agencies, resolving routine matters, and referring complex issues to the appropriate department. Assists with special projects, administrative initiatives, and other assignments as directed by the County Manager or County Clerk. Performs other related duties as assigned.

Requirements

Associate's degree in Business Administration, Public Administration, Communications or a related field required.
Five (5) years of progressively responsible experience supporting a governing board or executive leadership team in a local government environment; or an equivalent combination of education and experience.
Valid driver’s license.
Basic knowledge of the procedures, responsibilities and operation of the Board of County Commissioners and the operation of various County departments.
Basic knowledge of the Georgia General Statutes and of local ordinances governing the responsibilities of the County Clerk and County government in general.
Basic knowledge of Georgia Open Records (ORR) laws and regulations.
Knowledge of modern office practices and procedures.
Knowledge of computers and job-related software programs.
Knowledge of departmental policies, procedures, and functions.
Skill in the provision of customer services.
Skill in public and interpersonal relations.
Skill in oral and written communication.
Ability to read, write, and perform mathematical calculations.
Ability to establish and maintain working relationships with County officials, other employees, and the general public.

Nice To Haves

Bachelor's degree preferred.
Certification from the Georgia Clerks Education Institute is highly desirable.

Responsibilities

Performs highly responsible, complex, and confidential executive administrative work in support of the County Manager and the County Manager's Office.
Serves as the primary administrative liaison for the County Manager by managing executive communications, coordinating schedules, researching issues, preparing reports and correspondence, and ensuring the efficient operation of the office.
Reviews, researches, and summarizes reports, policy documents, and correspondence.
Prepares responses to inquiries from the Board of Commissioners.
Coordinates special projects.
Develops and implements administrative procedures that improve the efficiency and effectiveness of the County Manager's Office.
Serves as the Executive Assistant to the County Manager while assisting the County Clerk in carrying out statutory and administrative responsibilities to the Board of Commissioners.
Assists with preparing Board agendas, maintaining official records, documenting Board actions, coordinating appointments to boards and authorities, and ensuring compliance with applicable laws governing public meetings, public records, and records retention.
Provides executive-level administrative and clerical support to the County Manager's Office, including managing calendars, scheduling appointments, coordinating meetings, arranging travel, maintaining administrative and reference files, and handling incoming correspondence, telephone calls, and visitors.
Coordinates meetings for the County Manager by preparing agendas, assembling background materials, documenting action items, and ensuring appropriate follow-up on assigned tasks.
Serves as a liaison between the County Manager's Office, Board of Commissioners, County departments, elected officials, governmental agencies, and the public by responding to inquiries and directing requests to the appropriate personnel.
Assists the County Clerk in the preparation and distribution of Board of Commissioners meeting agendas, agenda packets, resolutions, ordinances, and supporting documentation.
Acts in the absence of the County Clerk by performing essential administrative duties necessary to support Board operations, including preparing meeting agendas and packets, coordinating meeting logistics, notifying Commissioners, County staff, and other interested parties of meetings, and attending Board meetings, public hearings, workshops, and other official functions as directed.
Assists with the preparation, indexing, maintenance, and preservation of official Board minutes, resolutions, ordinances, contracts, and other permanent County records in accordance with applicable records retention requirements.
Assists the County Clerk in administering appointments to County boards, commissions, and authorities, including maintaining appointment records, coordinating advertisements, and preparing appointment, reappointment, and appreciation correspondence.
Assists in responding to Open Records Requests and public inquiries in compliance with the Georgia Open Records Act and applicable County policies.
Researches, compiles, and summarizes information, reports, and background materials for the County Manager, Board of Commissioners, and County Clerk.
Maintains confidential legal, personnel, financial, and administrative information while exercising sound judgment, professionalism, and discretion.
Provides exceptional customer service by responding to inquiries from citizens, elected officials, County staff, and external agencies, resolving routine matters, and referring complex issues to the appropriate department.
Assists with special projects, administrative initiatives, and other assignments as directed by the County Manager or County Clerk.
Performs other related duties as assigned.