Executive Assistant/Deputy Clerk to the Board of Supervisors

King William County•King William, VA

About The Position

The Deputy Clerk to the Board provides administrative support to the County Administrator and Board of Supervisors in day-to-day operations of the County. Employees in this classification perform administrative support work at an advanced level. The position is responsible for posting and the preparation of meeting agendas in compliance with statutory requirements; prepares minutes and maintains the official records of the Board; prepares advertisements and notices for public hearings; composes and generates correspondence, notices, and reports; addresses inquiries from the general public. In addition, this position serves as the County’s Records Manager for the Virginia State Library and Archives.

Requirements

Proficiency in office practices and procedures required.
Excellent oral and written communication skills, required.
Ability to work independently with minimal guidance.
Must have extensive computer experience and knowledge of Microsoft Office products.
Excellent typing and math skills are required.
Ability to learn the policies and procedures required for the position.
Establish and maintain effective working relationships with the public, government officials, and other employees.
Must maintain in confidence all confidential information.
Associate’s degree with emphasis in business/public administration or related field.
Supplemented with a minimum of five (5) years’ experience in a similar position or a ny equivalent combination of education, experience and/or training sufficient to demonstrate the knowledge, skills, and abilities to successfully perform the job duties.
Experience and/or training that includes office procedures, office equipment, and the ability to adapt to a fast-paced environment.
An acceptable background check to include criminal history, pre-employment drug screen, and an acceptable driving record.

Nice To Haves

Must currently be certified as a municipal clerk or have the ability to obtain certification within 2 years, through the International Institute of Municipal Clerks.
Currently serve as or meet the qualifications to become a Notary Public for the Commonwealth of Virginia.
Administration experience in local government as a municipal clerk or the office of an executive.

Responsibilities

Attends all Board of Supervisors meetings, Planning Commission meetings, Economic Development Authority meetings, and Library Board of Trustees meetings.
Records minutes of decisions, actions, and votes.
Maintains permanent records of meetings and transcribes minutes.
Sets up meeting room and notifies members of meeting location.
Notifies appropriate department/agency of actions impacting their areas.
Prepares Board agendas and notices for public hearings.
Copies required information/documents and assembles packets for Board members and attendees.
Distributes packets to designated members.
Coordinates Board calendar and prepares resolutions, proclamations, official correspondence based on general instructions.
Prepares advertisements/notices for meetings of the Board of Supervisors and the County Administrator.
Maintains updates to the King William County Code and distributes as necessary.
Serves as the County’s Records Manager for the Virginia State Library and Archives.
Stays current on trainings and statutory changes.
Develops and manages the records retention program to ensure compliance with statutes.
Provides training to County employees concerning the program and enforces program standards.
Answers general inquiries from the general public regarding activities of the Board and County Administrator.
Schedules appointments and meetings for the County Administrator.
Composes and generates correspondence, notices, and reports.
Compiles information for directories, maintains accurate records, and maintains a high level of confidentiality.
Compiles, copies, and distributes information as directed.
Acts as backup for mail distribution.
Serves on the employee activity committee.
Orders office supplies for the County Administrator's Office activities.
Performs other duties as assigned.