Office Specialist - Clerk of the Board

About the Department

About the Position:
Office Specialist--> Starting Salary - Range 11, $19.13

This position operates under the direction of the Clerk of the Board and serves in a highly sensitive and confidential capacity. The role requires frequent interaction with internal staff, Elected Officials, Department Directors, external organizations, and the general public. The ideal candidate is professional, tactful, and skilled in communication, organization, and problem-solving.

This position requires a high level of professionalism, discretion, and the ability to clearly explain processes while providing excellent customer service in a fast-paced environment.

Work Environment & Schedule

• Monday through Friday, 8:00 AM – 5:00 PM
• No weekends or holidays required
• Occasional travel for conferences, training sessions, and meetings within Mohave County

Proud to Offer:

• Paid Time Off (PTO)
  • 6.5 hours accrued bi-weekly (32+ hour employees only)
• 39 hours of PTO front loaded
  • Regular accrual starts on 7^thpay period
• Low-cost, high-value healthcare for you and your qualifying dependents
• Enrollment in Arizona State Retirement System
  • Contribution rate of 12.00%
• 11 Paid Holidays
• Perform work with a greater purpose

Position Duties

• Maintains, with relative independence in completing assigned tasks accurately and in maintaining standard correspondence, files, and reports of assigned area.
• Meets the public and receives phone calls.  
• Responds to questions concerning department procedures or directs query to an individual or department as appropriate while providing excellent customer service.
• As assigned, may review work of other staff for conformance to regulations.
• Understands and interprets procedures and practices related to various departmental and assigned programs.
• As assigned, may delegate work assignments, train, monitor, schedule, oversee or directly supervise and review the work of subordinate clerical and office employees. 
• May assist in interviewing and screening applicants and recommending disciplinary actions. 
• May complete employee evaluations.
• Assists wherever needed to perform duties of department and in giving help in complex situations. 
• Helps public with difficult, complex problems.
• Assist at the front counter and will cross-train with other positions within the department for backup as assigned.
• As needed, composes correspondence and other documents to respond to inquiries and to obtain, update or provide information. 
• Create, review, and maintain various reports through the use of databases, spreadsheets and various software programs for various County, State, Federal and Accrediting purposes. 
• Researches public and internal records for proper information. 
• Keeps time and leave records of division or department. 
• Establishes, coordinates and maintains filing systems and indexing and cross-referencing systems for assigned department.
• Follows and adheres to State of Arizona records retention, transfer and destruction schedules. 
• Audits incoming and outgoing data for accuracy, completeness and quality. Resolves errors and omissions. 
• Compiles and computes data from files and other sources in preparing reports. 
• Maintains inventory of materials, equipment, and purchasing records and reports. 
• Gathers and prepares materials for special reports, forms, policy formulation and summaries at the request of superiors as assigned. 
• Performs research for assigned area. 
• Checks frequently against a variety of records in order to secure complete and accurate information. 
• Operates common office machines to include computer keyboards and related peripheral equipment. 
• Maintains a high level of confidentiality.
• Present and conduct themselves in a professional manner at all times.
• Communicate in a courteous and helpful manner as well as clear and concise manner at all times.
• Resolve complaints within scope of information and authority, and/or refer to chain-of-command as appropriate.

As assigned to Clerk of the Board: (may include any and/or all of the essential functions above)

• Prepares and posts meeting and action agendas for various Mohave County Boards and Commissions.
• Prepares and maintains lists of members on the Mohave County Boards and Commissions, and ensure members are appointed and re-appointed in a timely manner.
• Prepares and posts meeting minutes for various Mohave County Boards and Commissions.  
• Adheres to all Arizona Revised Statutes and the Open Meeting Law.
• Performs advanced journey level records management and office administrative work, assisting in the administration and overall operation of the Clerk of the Board within the statutory responsibilities in accordance with A.R.S. § 11-401(8).

SECONDARY JOB FUNCTIONS

• Performs special assignments as requested. 
• Performs related work as required. 
• Exercise regular and predictable attendance and punctuality in accordance with Mohave County Personnel Policies and Procedures. 

Minimum Qualifications

• High School diploma /GED (General Education Degree).
• Four (4) years minimum progressively responsible advanced administrative and clerical office support with which:
• Two (2) of the Four (4) years performing specialized support in the assigned department/division or comparable Mohave County Department. 
• An equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.

• Must possess a valid driver's license for operation of motor vehicles on Arizona roads at the start of employment and maintain said license while employed in this position.
• Must provide driving history upon acceptance of appointment at no cost to the County.

Other Qualifications

Providing public services and local governance to Mohave County.