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Deputy Clerk to the Board Senior Administrative Assistant Job opening - Orange County state Virginia ( Job openings )
Orange County , state Virginia
( By Press Release office )
2024-01-08T00:00 - 2024-02-07T00:00 | 1 | 1
Role Overview
Performs advanced administrative support and technical work for the County Administrator’s Office; serves as staff support to boards and committees, as necessary; processes accounts receivable, accounts payable, and other financial data; receives and processes incoming calls, mail, and visitors; prepares and maintains detailed and/or confidential records and files; prepares various Board-related correspondence; and supports the activities of Board of Supervisors’ meetings and the Administration Office. Work is performed under the moderate supervision of the Chief Deputy Clerk to the Board / Administration Office Manager.
Role Description
Composes a variety of documents, including correspondence, forms, reports, permits, purchase orders, requisitions, resolutions, ordinances, proclamations, calendars, meeting minutes, agendas, motions, and other Board-related documents, where knowledge of content, format, accuracy, and presentation is necessary; independently answers routine correspondence; distributes documents, as appropriate.
Assists with the preparation of Board of Supervisors’ meeting materials; occasionally composes agenda packet materials; assists the Chief Deputy Clerk / Administration Office Manager in composing and compiling agenda packets; serves and performs in the absence of the Chief Deputy Clerk / Administration Office Manager, as necessary.
Duplicates and disseminates final Board of Supervisors meeting materials, including distributing paper copies, coordinating delivery to Board members, and the like; independently sets up for Board meetings and purchases meeting meals and supplies; interacts with the public to sign-up for public hearings and public comment periods; composes follow-up letters, media notifications, appointment letters, and the like.
Processes accounts receivable, accounts payable, budget transfers, transmittals, and other financial data; reconciles invoices and keys invoices for payment in Munis (financial system); prepares invoices, as necessary; reconciles Petty Cash; processes monthly postage and mileage reports.
Assists with special event planning, logistics, preparation, and clean-up; coordinates event location set-up with appropriate staff; makes and maintains schedules; maintains office and online calendars; schedules facility use and meeting space use; coordinates conference and event registrations and reservations; processes travel forms.
Serves as staff support to committees and advisory boards, as assigned or as necessary; prepares, maintains, and records appointments, agendas, tasks, and meeting minutes for said committees and advisory boards.
Represents the initial point-of-contact for the County Administrator’s Office; answers main telephone and directs incoming calls to appropriate department or provides necessary assistance to callers; greets visitors and refers them to appropriate department or provides necessary assistance to visitors; assists with inquiries made by the public.
Retrieves, sorts, processes, and distributes incoming and outgoing mail, including large mailings; coordinates for the retrieval of packages with appropriate department.
Enters a variety of data into computer; verifies statistical and other records for accuracy and completeness; enters and retrieves sensitive information into computer; maintains statistics related to performance measures.
Prepares and maintains a variety of office files, accounts, and other records; sorts, indexes, and maintains various files and records; maintains and indexes final Board of Supervisors’ minutes for archive purposes; maintains basic understanding of records retention schedules, storage, and disposition methods.
Assists in the creation of periodic, special, and other reports and/or newsletter articles; participates with others in the dissemination of departmental and organizational information through appropriate channels; collects information from a variety of sources; prepares informational flyers, signs, and other graphic design materials.
Provides general administrative support to the County Attorney’s Office, Human Resources, and other departments, as requested or as necessary.
Maintains inventories and orders office supplies; retrieves and purchases office equipment and supplies.
Maintains and updates department-specific portions of the County’s website.
Maintains high level of confidentiality and professionalism.
Operates a variety of standard office equipment; performs minor repairs and preventative maintenance on office equipment; requests service when office equipment is malfunctioning.
Performs specialized departmental tasks and duties, as required or as assigned.
Knowledge, Skills, and Abilities
Thorough knowledge of standard office practices, procedures, equipment, and administrative support techniques; thorough knowledge of business English, spelling, and arithmetic; thorough knowledge of County and departmental programs, policies, and terminology; thorough knowledge of Microsoft Office and related programs; general knowledge of legal requirements relative to areas of responsibility, including meeting requirements, legal advertisement requirements, and records retention; ability to read and understand detailed and complicated policies, procedures, and job-related materials that contain specialized words and phrases; ability to make arithmetical calculations; ability to operate a variety of office and computer equipment and produce documents and correspondence; ability to follow oral and written instructions; ability to learn new software and programs; ability to establish and maintain professional, effective working relationships with elected officials, colleagues, and the public.
Education and Experience
High school diploma or GED, with extensive experience in clerical or administrative work. Local government and/or accounting experience desirable. Education must be supplemented by three (3) years’ responsible work experience. Other equivalent education and work experience may be considered in meeting the minimum education and experience requirements.
Special Requirements
Possession of an appropriate driver's license valid in the Commonwealth of Virginia.
International Institute of Municipal Clerks (IIMC) CMC or MMC Designation (desirable).
Orange County is an equal opportunity employer.
Orange County does not discriminate or allow discri
mination on the basis of race,
color, sex, national origin, re
ligion
, age, disability, mar
ital s
tatus, sexual or
ientation
, veteran st
atus, or
any other pr
otected class as
established by la
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