COUNTY ADMINISTRATION OFFICE - COMMISSIONERS COURT/BOARDS COORDINATOR, SENIOR

Acceptable Experience and Education Associates Certificate in Business or related field, and five (5) years of increasingly responsible clerical and administrative work experience ;and one (1) year of experience in operating details of various boards. Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Certificates, Licenses, and other Requirements May require Deputy Clerk deputizing. In order to access the County's network and systems, a personal mobile smart device is required by the hire start date. Essential Duties Serves as the primary administrator and subject matter expert for the County's Agenda Management System, including the oversight and maintenance of system functionality, user access, workflow configuration, and agenda item tracking; Coordinates improvement or modifications; Performs diverse and highly responsible support duties to ensure efficient planning of governing or advisory boards; is responsible in ensuring the preparation and posting of agendas; Prepares, organizes, and manages the creation of weekly agendas for Commissioners Court and as needed for assigned boards; Is responsible for the effectiveness of daily functions; plans and coordinates the screening operation of the section: distributes the workload in methods to expedite and meet deadlines; Attends and records all proceedings of Commissioners Court and assigned boards meetings required and prepares the official minutes; Ensures agenda, minutes, and records of Commissioner Court meetings and assigned boards comply with Open Meetings Act; Performs administrative and clerical tasks, including correspondence, report preparation; and other materials from source documents for review and signature; reads and reviews outgoing correspondence; performs data entry, and processes mail; Reviews agenda submissions from County departments, and elected officials for completeness, accuracy, compliance, and proper formatting; identifies errors or deficiencies and coordinates corrective action with submitting departments to ensure compliance with legal posting requirements and established deadlines; Provides technical support and troubleshooting for the Agenda Management System; diagnoses, researches, and resolves user issues related to system access, agenda entry, workflow processing, document uploads, and records management; Provides guidance, technical support, and training to elected officials, department heads, executive staff, administrative personnel, and other system users on the Agenda Management System; guides users through agenda preparation, submission requirements, workflow processes, and system functionality to ensure accurate ,timely, and compliant agenda submissions; May serve as the initial point of phone, email, or personal contact for participants, outside agencies, other county departments and the general public concerning inquiries or complaints about a specific program and/or its services; researches information; make appropriate referrals for assistance; Reviews and evaluates work methods and procedures; Meets with management staff to identify and resolve problems; Monitors system performance and functionality; evaluates operational processes and recommends enhancements, modifications, and best practices to improve efficiency, accuracy, compliance, and user experience; Maintains files and records; arranges and schedules meetings; prepares and distributes meeting agendas; attends meetings and takes notes and/or minutes; Gathers, organizes, and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries; Posts official notices of Commissioners Court or board meetings with appropriate authorities and within time requirements established by law; Submits minutes to court for approval and distributes approved minutes to departments as requested; Uses current computer software programs to prepare drafts of documents and finished documents, reviewing finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage; Advises Elected Officials and staff on agenda items; Serves as a primary resource person to employees and officials and to the general public for information on actions taken by the Court; Receives, maintains and updates all official records and original documents from the court's meetings and processes them in accordance with government code; Creates and maintains digital records and electronic tracking; directs the transfer of digital information to proper media and retrieves information when necessary; prepares documents for imaging and converts scanned materials to digital format; Serves as primary quality control agent for agenda preparation; Downloads, indexes and converts source computer output files into searchable reports; Conducts manual and computer searches for internal and external customers; Certifies documents when appropriate; Ensures daily maintenance and backup of all electronic data pertaining to all electronic tracking systems of Commissioners Court records and board meetings; Maintains production reports and files on a weekly basis; Maintains computer hardware, software, and scanning equipment needed for the document management system; Collects and analyzes statistical data retrieved from the imaging software workflow and production reports and creates reports as assigned; Works with Records Management staff to ensure efficient storage, retrieval and preservation of original Commissioners Court records and board meetings; Processes the Annual Salary Grievance Committee selection; Works with vendors to update, preserve, develop, and enhance management system; Provides informational material to news media and general public; when required; May perform calendaring activities; plans, schedules and coordinate's events; Maintains confidentiality; Attends and participates in meetings, training and information sessions; Stays abreast of new trends and innovations in the field; May assist in the development and improvement of department procedures; Other Important Duties • Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations; Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills. Performs such other related duties as may be assigned; Works extended hours and weekends as needed; Maintains a safe and healthy work place environment; As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and maybe required to train on emergency response and/or perform certain emergency services at the direction of their supervisor. Summary of Position The Commissioners Court/Boards Coordinator, Senior under limited direction, provides clerical and administrative support services for Commissioners Court and board meetings. The incumbent serves as custodian of official Commissioners Court and assigned board records. The incumbent oversees the County's Agenda Management System operations, provides user training and technical support for County staff. The incumbent makes decisions and is responsible for assisting with scheduling and overseeing the daily operations of the division.

Organizational Relationships Reports to:

Chief Aide Directs:

May oversee interns and other staff as assigned; Provides guidance on performance management to departments.

Other:

Has frequent contact with Elected Officials, Commissioners Court and boards, other county employees, other public agencies and the general public.

Minimum Requirements:

Knowledge, Skills, and Abilities Knowledge of:

Open Meetings and Public Information Act; Federal, State, and local laws, codes and regulations, policies, and procedures; County government organization; Commissioner Court proceedings; recording equipment; digital imaging hardware and software; records maintenance protocol; principles and practices of modern office administration; business correspondence and report preparation; customer service and effective communication principles, standards, and methods ;local government open meeting; procedures principles of government budget preparation processes; business software applications and report generation; principles and practices of supervision and training; English usage, spelling, grammar, punctuation, and proofreading; principles and practices of records retention, records management and records; management systems; modern office procedures, methods and computer equipment to include Windows and Microsoft based products.

Skill/Ability to:

Learn the organization, procedures and operating details of Commissioner Court and various boards; research, process, and analyze a large volume of information and materials, to make decisions about manual and automated record keeping and indexing to ensure easy and accurate retrieval; record all proceedings; transcribe minutes accurately and completely; provide official document in multiple media formats; understanding and applying statutory standards and procedures, and applicable Federal rules and regulations; use initiative and independent judgment within established procedural guidelines; read, understand, and apply policies, procedures, and applicable rules and regulations; assess needs, develop, recommend, and implement effective solutions; research, analyze, and synthesize data,?preparing accurate reports; update and maintain information, files, and records in various formats and mediums with speed and accuracy; review, evaluate, and verify various records and documentation; operate standard office equipment and a personal computer with installed generic and specialized software; prepare and present information in a clear and concise manner; demonstrate effective interpersonal communication skills; maintain objectivity and freedom from prejudice, and exercise judgment and understand in daily interactions with customers; perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet deadlines; respond to requests and inquiries from the general public communicate effectively and appropriately in verbal and written forms; establish and maintain effective working relationships with those contacted in the course of work; read, understand, and comply with a variety of policies, procedures and regulations governing related activities, programs, and functions; research and compile applicable information and maintain accurate records; maintain confidentiality of sensitive information and data; prepare and present accurate and reliable reports; review documents and extract relevant information; present a positive image; timely and accurately enter data and generate reports using a personal computer with basic and specialized software applications in performing daily functions; schedule, supervise, train and evaluate assigned staff.

Pass a background investigation:

typing speed of 45 words per minute; Each and every county position requires the following professional skills and abilities as key and necessary elements of performance:? Demonstrate regular and reliable attendance; Work well with others and participate fully in a team-oriented environment; Interface with other employees and customers in a courteous and respectful manner; Maintain strict confidentiality; Project positive support of their department and all county organizations at all times; and, Maintain and enhance the County's commitment to customer service excellence.