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Performs complex administrative duties serving as the official recorder for the meetings of the Board of County Commissioners. The work involves highly responsible office record keeping tasks which requires an understanding of the operations of the office. Responsible for maintaining contacts with the public and others for the purpose of facilitating the public's use of Charles County Government's services. The position may represent the County Commissioners at certain events and functions. The employee initiates their own daily assignments and follows through on matters, which involves a high level of independent judgment. Must take appropriate action to deal with standard and non-standard situations which may have substantial impact on the County. Requires a high degree of professionalism and confidentiality.
Essential Job Functions:
Attends County Commissioners' meetings (open and closed sessions) for the purpose of recording the proceedings and preparing minutes of County business. Attends public hearings or other requested meetings held at the County Government meeting room or other locations.
Maintains County Commissioners' minute book and minute index.
Prepares and disseminates agendas and minutes of County Commissioners' meetings and posts to County website when approved.
Performs work outside normal hours of operation, including evening hours. Commissioner meetings, public hearings, and events are often held at times that are convenient to the public.
As keeper of the County Seal, attests and affixes to all official documents and contracts executed by the County Commissioners and maintains an updated file and cross-reference system.
Acts as the official custodian of all County Government documents, ensuring that the Code of Charles County is maintained and up-to-date.
Ensures that all official actions taken by the Board of County Commissioners are maintained and recorded in compliance with the proper state or federal agency.
Updates the County Administrator on the proper recording and retention of all master files. Manages the archiving of the master files in accordance with County policy.
Provides centralized records management for the County and works with record managers from other departments to ensure consistent records management methodology and compliance with State, Federal and local laws.
Prepares County Commissioners' meeting folders, assuring that all necessary materials are included for distribution by 4:00 p.m. every Thursday.
Meets weekly with the County Administrator to discuss County Commissioner agenda items and assists the County Administrator in disseminating information on the actions/decisions made by the County Commissioners at their weekly meetings. Provides weekly tracking spreadsheets to department heads to facilitate timely follow through on Commissioner assigned tasks.
Schedules and confirms appointments and invitations received for the Commissioners' weekly meetings, including special meetings and work sessions.
Schedules retreats, summits, trainings and other such meetings for County Commissioners with Boards, Commissions, Committees and outside agencies. Duties include assisting the County Administrator with the development of the agenda, securing training or facilitation personnel, facility arrangements, and catering requirements.
Serves as liaison with the public and County staff for appointments for the Commissioners' weekly meetings. Assists the public with Agenda Requests and works with the County Administrator to ensure proper scheduling on the County Commissioners' agenda.
Administers procedures for County Commissioner appointments to Boards/Commissions/Committees. Advertises for Board/Commission/Committee vacancies, receives resumes, answers public inquiries pertaining to Boards/Commissions/Committees, and upon Commissioners appointment, prepares appointment letters. Maintains Board/Commission/Committee composition information, assuring information is updated accordingly.
Composes proclamations, ordinances, resolutions, presentations, and correspondence, independently from verbal direction and dictation, for County Commissioners' and/or County Administrator's signature. Occasionally represents the County Commissioners at public functions presenting proclamations, seals, presentations or similar ceremonial duties.
Provides copies of official records and tapes of meetings as requested, including copying and collection of fees.
Performs assignments requiring knowledge of office/departmental operations. Receives and refers telephone calls and visitors to the office; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office operations/policy.
Posts Code Home Rule bills on website, bulletin board, and white board.
Other Duties Performs related work as required.
Qualifications, Knowledge, Skills, and Abilities:
Knowledge, Skills, and Abilities (These are pre-employment KSAs that apply only to Essential Job Functions.)
Effective methods, procedures and techniques used in supporting the activities of elected officials.
The organization, functions and goals of the County government.
State and local statutes pertaining to proceedings.
Legislative Code Home Rule process and Maryland Open Meetings Act
Office practices and procedures including the operation of modern office appliances such as calculators, desktop computers, recording equipment, typewriters, printers, photocopy and facsimile machines.
Utilize a high level of discretion, good judgement and confidentiality. This is a critical element of the job.
Perform office assignments involving substantive operations of the unit requiring an understanding of unit operations, policies and procedures.
Maintain complete and accurate records.
Assist the public, clientele, and others to utilize services by explaining, instructing and advising them regarding their needs and requests and the services provided.
Communicate effectively orally and in writing, including public speaking.
Perform complex office administrative work quickly and efficiently.
Training and/or Education: Bachelor's Degree in Business, Public Administration or any acceptable combination of education, training and experience that provides the knowledge, abilities and skills may be substituted on a full-time year for year basis.
Experience: Five years experience in an administrative or legal capacity, or an equivalent combination of experience and training providing the required knowledge, abilities and skills.
Licenses or Certificates: Valid Driver's License
Special Requirements: Notary Public preferred Required to sign a Confidentiality Agreement Must be able to become bonded by the County's business insurance
Physical Demands: The work is mostly sedentary with periods of light physical activity, and is performed in office surroundings. Typical positions require workers to sit for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp and turn objects; and use fingers to operate computer or typewriter keyboards. The work requires the ability to speak normally and clearly and to use normal or aided vision and hearing.
Unusual Demands: Work is subject to frequent interruptions. Employee may be required to attend evening meetings to take notes and provide record keeping support for such proceedings. Employee must remain continuously at his/her work station for long periods of time during Commissioner meeting days.
FLSA Status: Exempt
Position Status: This is an At-Will (non-merit) position, serving at the pleasure of the County Commissioners and reporting to the County Administrator.
Grade 14 Revised 4/15
Internal Number: 2019-00422
About Charles County Government
Charles County Government is a local government organization in Southern Maryland, about 30 miles south of Washington, D.C. With approximately 670 full time employees, Charles County Government provides a variety of services. The County employs professionals in the professional and technical fields, including management, engineering, information technology, business and finance, environmental resources, and more.