Clerk to Board of Supervisors

This position is responsible for providing clerical and administrative support to the Board of Supervisors. Duties also include preparing, creating, and providing a variety of reports and documents, maintaining a calendar of relevant meetings and events, and performing varied administrative duties.

• Assists with development and preparation of agendas for Board of Supervisors’ meetings utilizing NOVUS program.
• Attends all Board of Supervisors’ meetings (Regular, Work Sessions, Special Called Meetings, Joint Meetings, Retreats); records motions, prepares minutes, develops Action List following meetings, and provides follow-up and dissemination of specific Board actions to staff members. Attends Chair/Vice-Chair meetings, staff meetings, and Agenda Review meetings. Ensures execution and filing of necessary documents following meetings.
• Serves as primary support staff to Board of Supervisors members to include ordering supplies as needed. Prepares and disseminates correspondence accordingly. Handles sensitive, confidential, and controversial information.
• Serves as an information source and public contact for the Board of Supervisors.
• Maintains Board members’ calendars and provides reminders of upcoming meetings/commitments.
• Prepares Board room for meetings to include ordering supplies/food.
• Files, records, and disseminates Conflict of Interest Act and Freedom of Information Act paperwork annually per the Code of Virginia. Provides information to the auditors.
• Maintains calendar for Conference and Board of Supervisors room.
• Coordinates regularly scheduled meetings (local and regional) and special meetings of the Board and related committees.
• Maintains a listing of Board-appointed commissions, committees, and boards. Notifies the Board of vacancies and upcoming appointments. Prepares and mails letters of appointment to appointees.
• Serves as Notary Public for the Board of Supervisors.
• Manages event registrations and hotel reservations and prepares travel reimbursements.
• Prepares and submits accounts payables for the Board of Supervisors.
• Responds to citizens’ inquiries and/or complaints and refers to appropriate personnel for handling.
• Serves as backup to the Executive Assistant as needed.
• Performs other duties as assigned.

PHYSICAL DEMANDS:

Sedentary work:
Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires the use of fingers, grasping, handling, hearing, kneeling, lifting, mental acuity, reaching, repetitive motion, speaking, talking, visual acuity, and walking.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High School Diploma or equivalent;
• Associate Degree or higher preferred
• 3 years of related work experience.
• Or equivalent training, education, and/or experience.