DEPUTY CLERK TO THE BOARD OF COMMISSIONERS
Job Description Clinton County, Ohio
Job Title: Deputy Clerk to the Board of Commissioners Date: February 5, 2025
Position Reports To: Clerk to the Board
Classified or Unclassified: Unclassified FLSA Status: Non-exempt/Hourly
To apply, please e-mail cover letter and resume to humanresources@clintoncountyohio.us.
Job Summary: Under direction of the Clerk to the Board, works with minimal supervision and direction to accomplish tasks. May have input from County Administrator or Board of Commissioners. Creates financial reports and organizes for board review. Performs administrative responsibilities. Represents the Board of Commissioners to other governmental offices and to the public. Serves as communication liaison to other county departments, local, state and federal agencies and the public. Exercises judgment in determination of various day-to-day issues within generally established policies, procedures and expectations. Work includes the application of considerable judgment and the coordination of work with others. Work requires a high level of discretion and application of administrative and office management skills.
Responsibilities and Essential Duties: Under general supervision, performs bookkeeping and secretarial tasks to assist Clerk of the Board with the operation of Commissioners’ office. Schedules and oversees appointments with the Board, assists in preparing agendas for the meetings and assist in preparing information presented for action. Reviews all documents for legal sufficiency or ensures referral to Prosecuting Attorney for review and approval. Receives and holds bids for proposed county projects. Maintains accounts, performs payments of all invoices, purchase orders and pay-ins. Types correspondence, lists, minutes of meetings, indexing of minutes, resolutions, etc.; proofreads and corrects materials. Receives and screens telephone calls and visitors to office; receives complaints; refers callers to other County offices. Reviews requests for use of public property and communicates with requestor. Processes documents approved by the Board. Disburses copies of documents to appropriate parties. Researches and drafts resolutions, proclamations, contracts, policies, leases and other documents for submission to the Prosecuting Attorney or to the Board of Commissioners for review, revision and approval. Prepares correspondence on behalf of the Board to county offices, citizens, local, state and federal agencies and legislators. Provides access to the public records as required by the Public Records Disclosure Act. Assist in maintaining current lists of boards, commissions and committee appointments, monitors status of appointments and term expiration dates, prepares letters of appointment, tracks pending items and project status for the Board Assists in budget work for the Board of Commissioners, serves as a resource to assist other offices as needed. Assists the Clerk in preparation of the annual county budget. Prepares and places notices and legal advertisements. Schedules meetings and prepares necessary support information for such meetings; calendars a variety of due dates and deadlines; ensures that these are met. Assists the general public, county officials, and other departments by providing and interpreting a wide variety of information on the general operations and procedures. Maintains confidentiality of non-public information. Serves as prevailing wage coordinator, ensuring full compliance with rules and regulations. Ensures contractor compliance with prevailing wage laws; conducts on site interviews with employees and examines contractor payroll documents for compliance, advised contractors of changes in prevailing wage laws; attend pre-construction meetings to distribute prevailing wage informational packets; completes, issues and distributes various forms and related documents to the State and appropriate contractors; investigates complaints of violations; reports violations to pertinent authority. Maintain and updates Commissioner website and posts relevant information. Resource to assist other offices. Is proficient in the use and application of all current technology and must have ability to learn new systems. Is fully proficient and able to cover all functions of the office and regularly fulfills those various duties on a rotating or regular basis (such as preparing agendas). Uses judgment in troubleshooting and resolving issues, strategically identifies issues and recommends solutions. Is organized and can multi-task with regular interruptions to work. Provides a high level of customer service, ensuring a positive interaction for visitors. Conducts self in professional, pleasant manner. Assists with or plans and implements a variety of special projects. Other duties as assigned.
Qualifications: Must have or develop extensive knowledge of administrative practices, extensive knowledge of requirements related to processing of official actions taken by the Board, records management, public notices, Open Public Meetings Act and Public Records Disclosure; document composition; budgeting; policy interpretation; leadership and public relations; and contracts. Effective communication skills, including ability to draft various documents, multi-task, ensure a high level of customer service. Considerable knowledge of Microsoft Office including Word, Excel, effective use of email and ability to learn internal financial and website software. Experience with MUNIS software is preferred. Ability to organize and plan work, set and follow effective work priorities. High school diploma or equivalent, some college courses preferred. Must have a minimum of 5 years of work experience in an office environment. Accounting courses or experience preferred. County government experience preferred. Ability to develop and maintain a variety of productive and cooperative work relationships external and internal to the County. Ability to research, interpret, and compile records, reports, and a variety of data into required formats or established forms.
Other Requirements
Must obtain and maintain Notary. Must be able to operate standard office equipment. Demonstrates regular and predictable attendance. Maintains Ohio driver’s license and be able to drive on occasion to other buildings or meeting locations. Must have acceptable driving record and must have and maintain an acceptable level of personal vehicle liability insurance. Must have or become proficient in financial software system. May occasionally lift up to 35 lbs., regularly bends, reaches for documents. Exposure to weather and various hazards if on-site for prevailing wage duties.
This job description is not intended to be all inclusive and may be changed at any time with or without notice. Job responsibilities may include other responsibilities as assigned by immediate Supervisor, Department Head or Governing Body.
Equal Opportunity Employer
To apply, please e-mail cover letter and resume to humanresources@clintoncountyohio.us.
Job Summary: Under direction of the Clerk to the Board, works with minimal supervision and direction to accomplish tasks. May have input from County Administrator or Board of Commissioners. Creates financial reports and organizes for board review. Performs administrative responsibilities. Represents the Board of Commissioners to other governmental offices and to the public. Serves as communication liaison to other county departments, local, state and federal agencies and the public. Exercises judgment in determination of various day-to-day issues within generally established policies, procedures and expectations. Work includes the application of considerable judgment and the coordination of work with others. Work requires a high level of discretion and application of administrative and office management skills.
Responsibilities and Essential Duties: Under general supervision, performs bookkeeping and secretarial tasks to assist Clerk of the Board with the operation of Commissioners’ office. Schedules and oversees appointments with the Board, assists in preparing agendas for the meetings and assist in preparing information presented for action. Reviews all documents for legal sufficiency or ensures referral to Prosecuting Attorney for review and approval. Receives and holds bids for proposed county projects. Maintains accounts, performs payments of all invoices, purchase orders and pay-ins. Types correspondence, lists, minutes of meetings, indexing of minutes, resolutions, etc.; proofreads and corrects materials. Receives and screens telephone calls and visitors to office; receives complaints; refers callers to other County offices. Reviews requests for use of public property and communicates with requestor. Processes documents approved by the Board. Disburses copies of documents to appropriate parties. Researches and drafts resolutions, proclamations, contracts, policies, leases and other documents for submission to the Prosecuting Attorney or to the Board of Commissioners for review, revision and approval. Prepares correspondence on behalf of the Board to county offices, citizens, local, state and federal agencies and legislators. Provides access to the public records as required by the Public Records Disclosure Act. Assist in maintaining current lists of boards, commissions and committee appointments, monitors status of appointments and term expiration dates, prepares letters of appointment, tracks pending items and project status for the Board Assists in budget work for the Board of Commissioners, serves as a resource to assist other offices as needed. Assists the Clerk in preparation of the annual county budget. Prepares and places notices and legal advertisements. Schedules meetings and prepares necessary support information for such meetings; calendars a variety of due dates and deadlines; ensures that these are met. Assists the general public, county officials, and other departments by providing and interpreting a wide variety of information on the general operations and procedures. Maintains confidentiality of non-public information. Serves as prevailing wage coordinator, ensuring full compliance with rules and regulations. Ensures contractor compliance with prevailing wage laws; conducts on site interviews with employees and examines contractor payroll documents for compliance, advised contractors of changes in prevailing wage laws; attend pre-construction meetings to distribute prevailing wage informational packets; completes, issues and distributes various forms and related documents to the State and appropriate contractors; investigates complaints of violations; reports violations to pertinent authority. Maintain and updates Commissioner website and posts relevant information. Resource to assist other offices. Is proficient in the use and application of all current technology and must have ability to learn new systems. Is fully proficient and able to cover all functions of the office and regularly fulfills those various duties on a rotating or regular basis (such as preparing agendas). Uses judgment in troubleshooting and resolving issues, strategically identifies issues and recommends solutions. Is organized and can multi-task with regular interruptions to work. Provides a high level of customer service, ensuring a positive interaction for visitors. Conducts self in professional, pleasant manner. Assists with or plans and implements a variety of special projects. Other duties as assigned.
Qualifications: Must have or develop extensive knowledge of administrative practices, extensive knowledge of requirements related to processing of official actions taken by the Board, records management, public notices, Open Public Meetings Act and Public Records Disclosure; document composition; budgeting; policy interpretation; leadership and public relations; and contracts. Effective communication skills, including ability to draft various documents, multi-task, ensure a high level of customer service. Considerable knowledge of Microsoft Office including Word, Excel, effective use of email and ability to learn internal financial and website software. Experience with MUNIS software is preferred. Ability to organize and plan work, set and follow effective work priorities. High school diploma or equivalent, some college courses preferred. Must have a minimum of 5 years of work experience in an office environment. Accounting courses or experience preferred. County government experience preferred. Ability to develop and maintain a variety of productive and cooperative work relationships external and internal to the County. Ability to research, interpret, and compile records, reports, and a variety of data into required formats or established forms.
Other Requirements
Must obtain and maintain Notary. Must be able to operate standard office equipment. Demonstrates regular and predictable attendance. Maintains Ohio driver’s license and be able to drive on occasion to other buildings or meeting locations. Must have acceptable driving record and must have and maintain an acceptable level of personal vehicle liability insurance. Must have or become proficient in financial software system. May occasionally lift up to 35 lbs., regularly bends, reaches for documents. Exposure to weather and various hazards if on-site for prevailing wage duties.
This job description is not intended to be all inclusive and may be changed at any time with or without notice. Job responsibilities may include other responsibilities as assigned by immediate Supervisor, Department Head or Governing Body.
Equal Opportunity Employer
