High school graduate or the equivalent and four (4) years of office experience
-OR-
Post-secondary training from a vocational school or college and three (3) years of office experience
-OR-
Combination of education and experience equivalent to four (4) years of office experience in an office setting with similar duties and responsibilities to that of Clerk Specialist 2
Individuals required to use County vehicles and equipment must have a valid Minnesota driver’s license and be free of any major traffic violations for the last three (3) years.
Nature of Work:
The Clerk Specialist 2 performs work under the direct supervision of the Administrative Coordinator. As Clerk Specialist 2 within Olmsted County Administration, this individual performs duties for the County Administrator and the seven-member Board of County Commissioners as they relate to the operations of County Board and Committee meetings. Attends all meetings of the Board of Commissioners, provides clerical support in coordinating, preparing and presenting electronically the various agendas for consideration before the County Board. Manages the recording of minutes and other records and is familiar with the Minnesota Open Meeting Law. The Clerk Specialist 2 must have the ability to work proficiently both independently and in a team environment dealing with the public and co-workers in a pleasant and courteous manner.
The Clerk Specialist 2 welcomes visitors/clients by greeting them, in person or on the telephone, and answers or refers inquiries appropriately. The position will also provide clerical support to Administration staff and coordinate clerical activities of the office, including but not limited to, maintaining supplies and office equipment, general upkeep of the office, processing mail and coordinating conference room reservations.
Examples of Work:
- Courteously greets visitors and answer multi-line telephones; screens calls, answers questions and responds to inquiries; directs visitors/callers to appropriate staff or department; takes and distributes accurate messages.
- Coordinates and prepares public documents that go to the Board of Commissioners (BOC) for hearing/action. Attends all BOC meetings and prepares minutes. Maintains these documents as permanent records, including developing and maintaining an index of all permanent documents.
- Prepares and organizes the electronic agenda for the BOC meetings, ensuring that all items are complete. Makes copies and distributes as needed. Compiles agenda paperwork and creates individual electronic files for each agenda item. Creates necessary links using Adobe.
- Attends and records BOC meetings and public hearings, as needed. Takes minutes of the proceedings. Transcribes meeting or hearing minutes from computer and prepares an electronic record of the minutes for the intranet and County’s website.
- Verifies the electronic posting of the agendas on the County’s website, posts the agendas for internal and external viewing, and emails them as needed. Ensures press and other parties are notified in accordance with appropriate public meeting laws.
- Assists with all required documents after BOC meetings. Notifies departments of BOC decisions/actions. Sets dates and publishes notices of hearings. Responds to questions from departments and the public concerning BOC actions.
- Assists with updating, maintaining and managing department webpages.
- Performs web editing tasks including: uploading and editing documents, converting documents to various formats, managing site content, updating and managing social media sites.
- Maintains an adequate inventory of commonly used office supplies, prepares and processes purchase orders for the needed items, places orders and prepares vouchers for payment.
- Receives, opens, sorts, scans, and delivers incoming mail; prepares items for outgoing mail.
- Maintains office files systems including document electronic scanning and hard copy filing, including multi-copy records and archiving.
- Maintains and manages records for Commissioner and Volunteer appointed Boards and Committees. Serves as liaison to departments with open positions and schedules interviews.
- Attends and participates in office staff meetings. Presents recommendations to improve department clerical efficiency.
- Assists with scheduling and administering activities, meetings, and workshops for the BOC, determines participants to be included and notifies them with explanation of purpose of the meeting. Maintains public notices of such meetings, as needed. Assists with providing or procuring necessary equipment to support meetings.
- Prepares legal notices for publication; prepares records, resolutions, letters, notices and reports, as needed.
- Creates and manages project timelines, milestones and scope including periodic updates to manager.
- Manages multiple projects of various sizes concurrently.
- Performs other projects/duties as assigned, including assisting with overflow work and/or helping provide temporary coverage for other positions within the department.
Knowledge, Skills and Abilities Required:
- Ability to exercise considerable tact and courtesy in frequent contact with public officials, news media representatives, county employees and the general public, including displeased citizens.
- Skilled in customer service and interpersonal communication.
- Ability to establish and maintain effective working relationships with department employees, other county employees, county officials, and the public.
- Ability to work in a cooperative and multi-task work environment; ability to work under date and time requirements.
- Ability to prioritize tasks and work on multiple projects simultaneously with regular interruption from front desk/reception responsibilities.
- Ability to take accurate and understandable minutes and notes of meetings in shorthand, longhand, or computer.
- Ability to communicate effectively orally and in writing in a professional, business-like manner and maintain a professional appearance.
- Ability to exercise discretion over sensitive and confidential issues related to the department and its business.
- Ability to learn and apply new information quickly and accurately.
- Ability to demonstrate strong organizational skills.
- Ability to demonstrate advanced computer skills in Microsoft Office Suite, and other software programs, to manage and generate information, reports, letters, etc.
- Thorough working knowledge and understanding of the statutes, laws, ordinances and regulations governing the Olmsted County Board.
- Thorough knowledge of grammar, punctuation, and spelling with the ability to compose effectively.
- Ability to demonstrate accuracy, neatness and relentless attention to detail.
- Ability to proof work personally performed and work done by others.
- Ability to make routine decisions within scope of responsibilities.
- Ability to demonstrate excellent records management skills.
- Strong understanding and appreciation of clerical/administrative work.
** In compliance w/ the Americans with Disabilities Act the following represents the Physical/Environmental Demands : This position requires a majority of time (up to 70%) spent walking and sitting. Some standing is required and objects of usually no more than ten (10) pounds need to be lifted, carried or pushed. Adverse movements such as reaching overhead, bending or crouching are sometimes required. Simultaneous/repetitive use of both hands is required for writing and data entry. Excellent sensory skills are important (sight, hearing and speech) as well as ability to communicate effectively. No adverse working conditions.
* Persons with disabilities : The above is a general listing of job duties. Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties.
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