Commissioners' Assistant - Commissioner - PAT V

Description

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Tippecanoe County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.

Incumbent serves as Commissioner's Assistant to the Tippecanoe County Board of Commissioners. Incumbent is responsible for providing senior level, confidential executive administrative assistance to Commissioners to ensure efficient and effective County operations, County personnel and the public, and supervising assigned personnel. 

DUTIES:

• Supervises and directs assigned personnel, including interviewing applicants, making hiring decisions, orienting/training/developing/ motivating staff, plan/delegate work assignments, evaluating performance, reviewing salaries, keeping supervisor and assigned staff informed of organization developments, corrective instruction, and recommending personnel action as needed.
• Manages day-to-day County operations and responding to issues with county departments, staff, directly and through department heads.
• Prepares, monitors, and executes department annual budget accounts for Commissioners and other departments as needed, including reviewing current year and projecting costs, submitting proposed budget package with options and recommendations for its consideration and approval.
• Reviews state and federal grant budgets of County departments, including reviewing expenditures for state and federal grants, and submitting reports as required.
• Reviews and posts claims/vouchers and reconciling with Auditor's records. Assists department heads with requests for additional appropriations and providing financial analysis upon request.
• Provides notices, disseminates information, ensuring appropriate processes are in place to providing for the prompt and equitable resolution of complaints and inquiries from citizens, beneficiaries, stakeholders, and county employees regarding discrimination on the basis of race, color, religion, sex, or national origin, or disability, including compliance reviews and maintaining records. 
• Provides administrative support to County Commissioners, such as composing and preparing correspondence and press releases, assisting with preparing meeting agendas, reviewing/preparing documents, and claims, attending meetings with or in absence of Commissioners, taking notes and making recommendations. Coordinates activities and projects, including planning and organizing special events, conducting research on special projects.
• Serves as public relations liaison for County Commissioners, facilitating communication with other County personnel, elected and appointed government officials, citizen groups, businesses, stakeholders, senior representatives, various boards and commissions, vendors, and coordinates and directs in person news media, state and local agencies, and the public.
• Provides assistance in County’s procurement/competitive bidding process. 
• Oversees County’s internal and external communications outreach programs, utilizing citizen electronic mail list, social media, cable television, radio/television, internal/external newsletters, and website, including providing editorial oversight of County’s website and various social media platforms.
• Serves as the County Public Information Officer in accordance with Indiana’s Public Access Laws (Open Door
• Serves as the certified Title II and Title III /ADA Coordinator, advocating for county programs, policies, activities, services, including but not limited to employment practices and facilities, in compliance with Americans with Disabilities Act of 1990, the Federal Rehabilitation Act of 1973 and Section 504 of the Rehabilitation Act.
• Serves as the named Title VI Coordinator in compliance with Civil Rights Act of 1964.
• Assists with making decisions, such as policy changes and property insurance renewal. 
• Performs duties of department personnel in their absence.
• Attends training sessions and conferences as needed.
• Attends all commissioners and council meetings, with no voting rights.                 
• Performs related duties as assigned.

Requirements

I. JOB REQUIREMENTS:

• Baccalaureate Degree in management, accounting, or related field, or equivalent combination of education and experience.
• Must be at least 21 years of age. 
• Possession of and ability to maintain Notary Public license.
• Possession of or ability to obtain within two years, ADA coordinator’s certification and ADA Title II and Title III laws on compliance.
• Practical knowledge of County personnel policies, and procedures. 
• Working knowledge of basic bookkeeping principles and ability to perform simple arithmetic calculations to maintain accurate records and prepare detailed reports.
• Working knowledge of standard English grammar, spelling and punctuation, and ability to and prepare detailed report
• Working knowledge of standard office policies and procedures and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
• Knowledge of state and local government’s structure, activities, employees, and local advocacy groups or other disability groups.
• Knowledge of and/or aptitude to learn various alternative formats and technologies to enable people with disability to communicate, participate, and perform tasks. 
• Knowledge of the ADA, Title VI and other laws addressing the rights of people with disabilities, such as Section 504 of the Rehabilitation Act, 29 U.S.C. § 794.
• Ability to and skills and training in negotiation and mediation.
• Ability to supervise and direct assigned personnel, including interviewing applicants, making hiring decisions, orienting/training/developing/ motivating staff, plan/delegate work assignments, evaluating performance, reviewing salaries, keeping supervisor and assigned staff informed of organization developments, corrective instruction, and recommending personnel action as needed.
• Ability to properly operate a variety of standard office equipment, including computer, printer, fax machine, telephone, scanner, and calculator.
• Ability to effectively communicate orally and in writing with co-workers, other county departments, public officials, County Commissioners, community organizations/agencies, businesses, stakeholders, senior representatives, various boards and commissions, vendors, state and local agencies, media, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
• Ability to provide public access to, or maintain confidentiality of, department information and records according to State requirements. 
• Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
• Ability to understand, memorize, retain, and carry out oral and written instruction.
• Ability to work alone and with others in a team environment, work rapidly for long periods, work on several tasks at the same time.
• Ability to complete assignments effectively amidst frequent distractions and interruptions, often under time pressure.
• Ability to regularly work extended and/or evening hours, occasionally work weekend hours, and occasionally travel out of town for training/meetings, sometimes overnight.
• Possession of a valid driver's license and a demonstrated safe driving record.

II. DIFFICULTY OF WORK:

• Incumbent's duties are guided by definite objectives using a variety of methods or procedures. Plan and arrange own work and only refer to supervisor for unusual matters, such as policy interpretations. Work is reviewed primarily for attainment of objectives, compliance with precedent/department policy, technical accuracy, and soundness of judgment. 

III. RESPONSIBILITY:

• Incumbent is responsible for proper completion of assigned tasks where desired results are clearly indicated. Incumbent exercises independent judgment in a variety of situations and circumstances, using departmental policies for guidance. Unusual problems or situations are discussed with the supervisor, and work product is periodically reviewed for soundness of judgment and conclusions, and overall adherence with departmental policies.

IV. PERSONAL WORK RELATIONSHIPS:

• Incumbent maintains frequent contact with co-workers, other county departments, public officials, County Commissioners, community organizations/agencies, businesses, stakeholders, senior representatives, various boards and commissions, vendors, state and local agencies, media, and the public for purposes of exchanging information, explaining/interpreting policies, and procedures, supervising, and directing personnel, and resolving problems.
• Incumbent reports directly to Board of Commissioners.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT:

• Incumbent performs a majority of duties in a standard office environment involving sitting/walking at will, sitting for long periods of time, lifting/carrying objects weighing less than 25 pounds, speaking clearly, keyboarding, driving, close vision, hearing sounds/communication, and handling/grasping/fingering objects. Incumbent regularly works extended and/or evening hours, occasionally works weekend hours, and occasionally travels out of town for training/meetings, sometimes overnight.