Executive Services Coordinator

Work for Jefferson County and take advantage of six month’s worth of vacation and sick leave upfront and low-cost family health insurance! Enjoy work-life balance.  

Summary
The Executive Services Coordinator provides administrative and organizational support to the County Administrative Officer, Board of Commissioners, and County Counsel. The position helps coordinate Board meetings and records, public records requests, contracts, County Code updates, committee appointments, communications, and other administrative functions. The position works with County departments, elected officials, public agencies, and members of the public and requires strong organizational skills, accuracy, discretion, good judgment, and the ability to manage multiple priorities.Board and Executive Support:

• Provides administrative support to the County Administrative Officer, Board of Commissioners, and County Counsel.
• Prepares, proofreads, and distributes correspondence, reports, meeting materials, and other documents.
• Maintains calendars and schedules for the Board of Commissioners, County Administrative Officer, and County Counsel, and coordinates all use of Board conference room.
• Attends Board of County Commissioners meetings, including occasional evening meetings, and records meeting minutes.
• Coordinates Board agendas, meeting materials, action items, follow-up, signatures, and distribution of completed documents.
• Maintains official Board records, including orders, resolutions, minutes, plans, and other documents; records Commission meeting action items and distributes to the appropriate individual or organization.

Records, Code and Contracts:

• Responds to and coordinates public records requests in accordance with Oregon Public Records law.
• Maintains administrative records and coordinates the filing and archival of official County documents.
• Maintains the Jefferson County Code and coordinates the publication of newly adopted ordinances and amendments.
• Administers the County's contract management database, including tracking agreements, renewals, amendments, deadlines, and related records.
• Provides information and assistance to staff and the public regarding County Code provisions and Board actions.

Committees, Notices and Public Information:

• Maintains records of Board-appointed committees and coordinates recruitment, vacancies, advertising, and interviews as directed.

• Publishes required notices in the County’s official newspaper and other outlets, including public hearings, Board and committee vacancies, and related announcements.

• Assists with County communications, including gathering information and materials for the County website, social media, newsletters, and other public information platforms.
• Maintains the Administrative Department's webpage.

Administrative and Department Support:

• Prepares accounts payable and related financial documentation and assists with routine administrative and purchasing functions.
• Provides administrative assistance to Finance, County Clerk, Fairgrounds, and other County departments as needed.
• Assists with election administration, records management, voter outreach, ballot processing, and other election-related activities when requested.
• Serves as an Oregon notary public, including notarizing, signing, and/or affixing the County seal for official County documents; and serves as a designee for legal process service.
• Performs other duties as assigned that support the overall operations of Jefferson County.
• Regular attendance is an essential function of this position.

Knowledge and Skills

• Knowledge of general office practices, procedures, and equipment.
• Strong writing, spelling, grammar, proofreading, and verbal communication skills in English.
• Strong organizational skills and attention to detail.

Abilities

• Ability to maintain accurate records and tracking systems.
• Ability to use computers, spreadsheets, databases, document management systems, and other common office technology with sufficient speed and accuracy.
• Ability to learn and apply County policies, procedures, laws, rules, contract administration, records management, and administrative requirements relevant to the position.
• Ability to learn basic legal office terminology and the procedures for preparing and processing legal documents.
• Ability to establish and maintain effective working relationships with County employees, elected officials, public agencies, vendors, and the public.
• Ability to organize and prioritize multiple assignments and meet deadlines.
• Ability to compose correspondence and reports independently or from general instructions.
• Ability to communicate clearly and professionally with the public and County staff.
• Ability to exercise good judgment and handle confidential and sensitive information appropriately.
• Ability to work independently while recognizing when issues require direction from the County Administrative Officer, County Counsel, or Board of Commissioners.
• Ability to maintain political neutrality when performing election-related duties and other public functions requiring impartial administration.
• Ability to occasionally attend meetings or perform work outside normal business hours.

Physical Requirements
This is primarily a sedentary office position requiring the ability to work at a computer and use standard office equipment. The position may require sitting, standing, walking between work areas, attending meetings at various locations, and occasionally lifting, carrying, pushing, or pulling materials weighing up to 20 pounds.
Education and Experience
High school diploma or equivalent, supplemented by office management or secretarial training and two years of related experience; five years of progressively responsible office experience; or any equivalent combination of education, training, and experience.  Accounting or public agency administrative experience is desirable.
Licenses and Certificates

• Valid Oregon driver's license with an acceptable driving record.
• Must be bondable.
• Must obtain or be eligible to obtain an Oregon Notary Public commission within six months.

Working Conditions
Work is primarily performed in an office environment with moderate noise and controlled temperature conditions. The position may involve contact with staff, members of the public, vendors, and representatives of other agencies, including individuals who may be upset or dissatisfied.
Probationary Requirement
This position is based on the successful completion of a twelve-month probationary period.