An employee in this class serves as a backup to the Clerk to the Board and participates in the administrative support work and the County Manager’s office. Work includes preparing and distributing agenda materials and taking and preparing minutes of official meetings for various County Boards, Commissions, and committees as well as assisting with work for the Board of Commissioners meetings; providing information to the public and County employees; developing and maintaining sensitive and legal records; providing administrative support tasks such as maintaining databases, scheduling, reception, word processing, composition, filing, correspondence, and document production. Work includes preparation of agenda reports, event planning and logistics, coordination with County Commissioners and Department Heads, and liaison work for the County Manager. Work involves knowledge of the statutory requirements, laws, and practices of the County Clerk function and advanced journey-level administrative support and office technology skills. The employee must exercise sound judgment, tact, and initiative in all contacts. Work is performed under the regular supervision of the Clerk to the Board and is evaluated through conferences, observations, reports, and feedback.
Duties and Responsibilities
Provides executive assistance to the County Manager and Clerk to the Board; performs office reception and customer service by phone, in person, and using electronic media; performs a wide variety of document production, the composition of emails and correspondence, and related activities; provides back up to the Clerk to the Board as necessary for absences.
Provides agenda preparation, minutes, and various support to a wide variety of County Boards, Commissions, and committees; sends out meeting notices; assists with event coordination and logistics; provides various administrative support.
Assists with the preparation and distribution of official agenda documents.
Establishes and maintains schedules, files, databases, and other records; tracks legal fees by the department.
Obtains official signature on documents and notarizes documents as needed.
Assists with preparing and maintaining custody of official records including ordinances, resolutions, contracts, leases, deeds, agreements, and minutes; maintains a current list of Board appointments; maintains sunshine list; may draft proclamations and resolutions; ensures proper signatures are obtained; prepares official documents; notarizes documents; prepares documents for recording; participates in archiving documents including indexing, scanning, copying, etc.
Participates in planning logistics for various events; orders food prepares documents; obtains locations; sets up rooms for events and meetings.
Provides administrative support to a variety of staff and departments in setting up meetings and generating reports and correspondence as required; orders office supplies as needed.
Additional Job Duties
Backs up other staff as needed.
Performs related duties as assigned.

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Recruitment and Selection Guidelines*
Considerable knowledge of North Carolina General Statutes and local ordinances governing the responsibilities of County Clerks including the State Open Meetings Law.
Considerable knowledge of modern office management practices and procedures.
Considerable knowledge of the principles of arithmetic, grammar, spelling, and composition.
Knowledge of North Carolina General Statues including open meetings and public records laws, policies, procedures, and processes of County operations and requirements for boards and committees actions and processes.
Considerable knowledge of office technology including word processing, database management, agenda distribution, spreadsheets, and other similar software and skill in using the software.
Skill in customer service excellence, teamwork, and collaborative conflict resolution.
Ability to gather and analyze information, and compose and implement reports and procedures.
Ability to analyze and use policy and procedures to resolve problems.
Ability to establish and maintain effective working relationships with elected officials, department heads, employees, and the general public.
Ability to set and follow effective work priorities, organize work for efficient processing, and meet established deadlines.
Ability to communicate effectively in oral and written forms.
Ability to proof work and perform duties accurately.
Ability to multi-task and work with interruptions.

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Physical Requirements*
Must be able to perform the basic life operational skills of reaching, fingering, grasping, feeling, talking, hearing, and repetitive motions.
Must be able to perform sedentary work, exerting up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects.
Must possess the visual acuity to prepare and analyze data and figures, make visual inspections, operate a computer terminal, and read extensively.

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Desirable Education and Experience*
Graduation from a community college or university with a two-year associate degree in office technology or related field and considerable administrative or office management experience; or an equivalent combination of education and experience.

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Special Requirements*
Ability to obtain certification as a Notary Public in NC.
Willingness to attend and complete courses from the UNC School of Government toward certification as Clerk to the Board; and to become certified by the International Institute of Municipal Clerks (IIMC).
Possession of a valid NC driver’s license.

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Salary Range*: Hiring Rate - $37,284 with additional qualifications considered for higher rate of pay (if hired at hiring rate, may be eligible for up to 5% increase after satisfactory completion of probationary period).
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Benefits*
Granville County offers a very competitive benefit package. It includes County health and life insurance, group rate coverage for dental and vision, a flexible spending plan, 401k, and a retirement pension (once fully vested). Granville County employees enjoy 12 paid holidays per year as well as the ability to accrue vacation and sick leave on a monthly basis. Several voluntary supplemental insurance options are also offered. Granville County offers excellent promotional and advancement opportunities as well as unrivaled career security in working for local government.

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Granville County is an Equal Opportunity Employer.*

Job Type: Full-time

Pay: $37,284.00 - $59,655.00 per year

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