Employment Opportunities  >>  Administrative & Clerical Support

Executive Assistant/ Board Of Commissioners Clerk

Forsyth County BOC

Posted: Apr. 3, 2018

End Date: May. 4, 2018

Serves in official capacity as Custodian of the County Seal, records and documents; maintains County seal, attests the signature of the Chairman of the Board of Commissioners and places official seal of the county to signed documents, verifies or receives signatures of appropriate personnel for County documents, and notarizes when necessary. 
Coordinates the agenda for County Board meetings, which includes placing items on the agenda, forwarding confidential or sensitive information to appropriate parties for clarification, and finalizing agendas for distribution.
Processes electronic notices regarding Board decisions and other communications.  Insures proper publishing of agenda notices to comply with Open Meeting Act requirement.  Responsible for timely posting of meeting agendas and meeting minutes at the official public notice location.
Attends Board meetings, provides administrative support and prepares summary of meetings from notes and recordings made in actual meetings.
Assures adherence to ordinances, including (but not limited to) Open Records Act and Open Meetings Act.  Certifies ordinances, minutes of meetings, and resolutions as requested.
Handles request for information from the general public, media, County staff, and Elected or Appointed Officials. 
Required to complete a minimum of fifteen (15) hours of State County Clerk orientation.
Requires attending late evening meetings on a regular basis.
Provides executive/administrative support to County Manager, Board of Commissioners,  or other County executive staff; relieves executive staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; composes, types, edits, or proofreads correspondence on behalf of executives; records and/or transcribes dictation; keeps executives informed of significant matters, messages, documentation, or other information; conducts special projects as directed.
Coordinates daily activities of assigned department/division; coordinates department projects and activities; monitors status of projects/workflow and troubleshoots problem situations; works to resolve problems and initiates appropriate action/response; coordinates communications and conveys information among department/division personnel; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.
Provides administrative support and coordination for various board meetings at the executive management level, which may include the Board of Commissioners; prepares meeting agenda documents; coordinates meeting facilities, equipment, and refreshments; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and/or transcribes meeting minutes; distributes meeting minutes to departments and other individuals; labels and indexes tapes of meetings; researches previous meeting minutes as needed; prepares monthly time sheets for board members; coordinates arrangements for board training activities; maintains board records.
Coordinates calendar activities for Board of Commissioners, County Manager, and/or executive management staff; schedules appointments, meetings, conferences, hearings, or other activities; updates calendar on a regular basis and notifies parties involved of changes; distributes calendar of board meetings and other events.  Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.

Minimum Qualifications:

High school diploma or GED; supplemented by college level course work or vocational training in secretarial science, office administration, and personal computer operations; supplemented by five (5) years of progressively responsible experience and/or training that includes administrative oversight with work at an executive/senior level, in a financial environment and/or office administration (preferably in a municipal environment), customer service, record management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. 

Typing speed of 30 words per minute required. 

May require possession and maintenance of valid State of Georgia Notary Public certification.