Commissioners' Administrative Specialist/Scheduling Clerk

Ada County Boise, ID 2019-07-10
General Summary

$16.50/hr+ DOE

The Commissioners' Administrative Specialist/Scheduling Clerk is the first point of contact with customers and visitors to the office. The position performs various office support functions, greets visitors to the office, answers telephones, transfers calls, answers routine questions, maintains the Commissioners' calendars, and makes conference and travel arrangements. Additionally, assists with clerical duties such as filing, typing, ordering office supplies, and performing other related work as assigned.

DISTINGUISHING FEATURES OF THE CLASS:
This position is located in the Ada County Commissioners' Office. The incumbent in this position performs a variety of key clerical functions that are recurring in nature, and provides support to the office. This position must maintain a high level of confidentiality at all times.

Essential Functions

  • Welcomes visitors to the Commissioners' Office and answers questions regarding county services, programs and procedures;
  • Screens incoming calls, answers questions or redirects calls as appropriate;
  • Schedules and coordinates a variety of hearings, meetings and appointments;
  • Maintains and updates the Commissioners' joint and individual calendars;
  • Maintains "tickler file" for Commissioners, ensuring that all required documentation and materials are available for meetings and conferences;
  • Assists with processing Public Records Requests to comply with legal requirements;
  • Operates telephone with multiple incoming lines, screens and routes calls, and takes messages;
  • Sorts, reviews and distributes mail;
  • Orders department office supplies and maintains supply inventory;
  • Creates and/or processes purchase requisitions, payment vouchers and bank deposits, and provides receipts for monies received;
  • Assists with the budget process by gathering and presenting financial data;
  • Coordinates conference and travel arrangements, including registrations, flights, hotel accommodations, car rentals, per diem, and tracks cancellations and refunds when necessary;
  • Composes routine correspondence, forms and reports;
  • Proofreads transcripts, minutes and other documents for accuracy, punctuation and spelling;
  • Maintains office files and a variety of indexes, logs and other computer records;
  • Explains hearing and meeting policies in response to requests from the public, attorneys and other officials and departments;
  • Performs daily opening and closing of office tasks.

ADDITIONAL FUNCTIONS:
  • Acts as backup for Commissioners' Hearings and Board of Equalization Clerks;
  • Assists Office Manager with special projects as requested;
  • Performs other related duties as assigned.

Job Requirements

  • High school diploma or equivalent;
  • At least 3 years of secretarial or clerical experience working in an office environment and operating a multi-line phone;
  • Must have strong grammar, spelling and punctuation and proofreading skills;
  • Knowledge of telephone etiquette;
  • Knowledge of English grammar and spelling;
  • Knowledge of office practices, procedures, and equipment;
  • Skill in communicating effectively with culturally diverse populations;
  • Skill in the use of a personal computer with MS Office software;
  • Ability to maintain confidentiality;
  • Ability to type documents and correspondence at 45 words per minute or better with accuracy;
  • Ability to process work in a timely and accurate manner following written and/or verbal instructions;
  • Ability to review and proofread documents for accuracy and completeness;
  • Ability to establish and maintain effective working relationships;
  • Ability to work as a member of a team to accomplish goals.

OTHER REQUIREMENTS:
  • May be required to occasionally attend an evening meeting or work beyond normal business hours;
  • Must have own transportation to accommodate occasionally working beyond normal business hours;
  • Must be deputized to serve as Clerk to the Board by the Ada County Clerk/Auditor/Recorder in order to make work actions effective; and
  • Must be able to become a notary public.

Work Environment & Physical Demands

  • Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;
  • May be required to lift up to 20 pounds;
  • Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

DISCLAIMER:
To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed "key positions" in accordance with Title 65, Chapter 5 of Idaho Code.

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