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
This position works directly for the County Administrative Officer and receives administrative direction from the Jefferson County Board of Commissioners and County Counsel. The position provides executive-level administrative support and serves as a central coordinator for Board administration, public records, ordinance codification, contract administration, and other countywide administrative functions. The position serves as a key resource to County departments, elected officials, and the public, requiring a high degree of professionalism, confidentiality, accuracy, independent judgment, and attention to detail. Responsibilities include maintaining official Board records, coordinating public meetings and agendas, managing administrative systems and records, supporting public information efforts, and ensuring the accurate and timely completion of assigned projects and statutory responsibilities.

Distinguishing Characteristics
As the primary administrative support position for the County Administrative Officer, Board of Commissioners, and County Counsel, this position performs a wide range of complex and highly responsible duties requiring discretion, sound judgment, and independent decision-making. The position serves an integral role in supporting Board operations, maintaining official records, administering administrative systems, coordinating compliance-related functions, and facilitating communication among County departments, elected officials, governmental agencies, and the public. The incumbent must possess exceptional organizational skills, maintain strict confidentiality when required, demonstrate political neutrality in the performance of official duties, and effectively manage multiple priorities in a fast-paced environment.

• Provides comprehensive administrative and secretarial support services for the County Administrative Officer, County Counsel, and County Commissioners; prepares correspondence from rough drafts; composes and proofreads correspondence in accordance with standard policies.
• Assists in the coordination of County communications and public information activities. Identifies potential content opportunities and works with County departments and designated communications resources to gather information, photographs, project updates, event notices, and other materials for publication through the County website, social media platforms, newsletters, and other public information channels.
• Attends meetings of the Board of Commissioners, including evening meetings.
• Takes and records minutes of all Board of County Commissioner meetings.  Assures that all audio, video, and recording equipment is operating properly.
• Under the direction of the County Administrative Officer prepares, schedules, distributes, and maintains Commission meeting agenda.
• Immediately after each Commission meeting, using the County’s numerical recording system, documents and records Commission action items and distributes, copies or mails those recorded action items to the appropriate person or organization.
• Manages and coordinates follow-up to Commission meetings, including appropriate notifications, securing signatures on contracts, writing letters, administering ordinance codification, preparing and distribution of meeting minutes, and maintaining the official Commission record in coordination of the County Clerk’s Office.
• Organizes and maintains Board of Commissioner files and records, including Orders, Minutes, Resolutions, Plans and electronically recorded minutes.
• Serves as administrator of the County's contract management database. Maintains records of executed agreements, amendments, and renewals; tracks key contract dates and deadlines; provides timely notification to departments of upcoming expirations, renewals, and required actions; assists departments with contract retrieval and reporting; and supports County-wide contract management practices.
• Submits appropriate Commission documents to County Clerk for archival. Assists the County Clerk in developing a disaster recovery program for public records.
• Manages, coordinates and often responds to requests for public records from citizens, civic organizations, news media, and other public agencies in compliance with Oregon Public Records law.
• Assists the public and County staff by responding to inquiries and researching issues related to the Jefferson County Code and Board actions; researches and prepares information and elements of studies and reports.
• Serves as the County Code Coordinator and is responsible for maintaining the Jefferson County Code, coordinating codification of newly adopted ordinances, serving as the primary liaison with the County's code publishing vendor, and ensuring codified ordinances and amendments are incorporated into the published County Code.
• Maintains schedule calendar for the Board of Commissioners, individual Commissioners, County Administrative Officer, and County Counsel.
• Maintains record of all committees appointed by the Board of Commissioners, including names, mailing addresses, email addresses, and telephone numbers of each member as well as terms of office.        As necessary, places timely advertisements for vacancies and solicitation of volunteers, and coordinate and schedules interviews of applicants before the Board of Commissioners.
• Provides technical advice regarding required content of County legal notices for completeness and compliance with statutes; responsible for publication of legal notices related to Board actions.
• Advertises as directed or required in the County’s official paper and other publications, public hearings, Board and Committee vacancies and other matters as may be necessary.
• Schedules use of conference room.
• Prepares letters and other correspondence on behalf of the County Administrative Officer, Commissioners, and County Counsel, including courtesy and thank-you letters to applicants to various Commission appointed Boards and Committees.
• Prepares accounts payables for payments including determining the cost centers, account numbers, and cost accounting information.
• Sorts and distributes mail.
• Assists in the filing, organizing, and maintaining legal case files for County Counsel.  Reviews and organizes documents for discovery.
• Responsible for keeping the Administrative Department’s web page up to date.  Negotiates and orders from various vendor supplies, materials, equipment and warranty service for the Commission Office and County Conference Room.
• Assists the Finance Department as needed, including during tax collection, budget preparation, audit, and other financial administration activities.
• May assist Fairgrounds with preparations for the Jefferson County Fair. Provides assistance with deposits and preparation of invoices.
• Assists the County Clerk's Office as needed with election administration, records management, voter outreach, ballot processing, and other election-related activities. Composes, types, edits, and proofreads a variety of complex documents. Uses considerable independent judgment in preparing correspondence and reports.
• Serves as Oregon Notary Public and as an information resource for County staff regarding notary issues; serves as a designee to receive legal process service; notarizes, signs, and/or affixes the County seal for official County documents, including ordinances, orders, resolutions, contracts, and other documents as necessary.
• Regular attendance is an essential function of the position.
• Develops and maintains effective, harmonious and reasonable work relationships with others.

• Performs other duties as assigned that support the overall objective of the position.

Knowledge and Skills

Knowledge of general office duties and equipment, including but not limited to personal computers, printers, copy machines, fax machines and other office equipment.  Excellent language skills, including writing, spelling, grammar, excellent attention to detail, as well as good verbal communication. Contract administration, countywide administrative practices, and general principles of risk management related to the functions of the assigned area.  Excellent organizational skills. Intermediate personal computer skills in spreadsheets, databases and automated systems, as well as a basic understanding of computer operations and networks. Knowledge of contract administration, records management, and tracking systems sufficient to monitor contract terms, renewal dates, and compliance with County administrative procedures.  Principles, practices, and procedures related to public agency record keeping.   Reasonable knowledge of legal office terminology and the preparation and processing of legal documents as required by the position. Ability to relieve the County Administrative Officer, Commissioners, or County Counsel of administrative details with minimum supervision and general direction. Good judgment, courtesy and tact in public contacts; must maintain effective working relationships with county employees and the public.

Abilities

Must be able to occasionally attend meetings at times outside the normal workday hours.  Ability to perform multiple tasks and communicate well with the public, vendors and other personnel. Compose correspondence and reports independently or from brief instructions. Maintain confidentiality and discretion in handling and processing confidential information and data.  Interpret and apply applicable Federal, State, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.  Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Establish and maintain a variety of filing, record keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.  Ability to maintain political neutrality and public confidence while performing election-related duties and other functions requiring impartial administration of public processes.  Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.   Comprehend and use English effectively including producing all forms of communication in a clear, concise, and understandable manner to intended audiences.  Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.  

Physical Abilities

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites. This is primarily a sedentary office classification although standing in work areas and moving between work areas may be required. Must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.

Education and Experience

High School Diploma or equivalent, supplemented by completion of an office management or secretarial science program, plus two years of secretarial experience; five years of office secretarial experience; or any equivalent combination of experience, education and/or training relevant to the position. Accounting experience is desirable.

Licenses and Certificates

A valid Oregon driver’s license with an acceptable driving record.  Must be bondable.  Possession of or ability to obtain designation as a Notary Public in the State of Oregon within 6 months.  

Working Conditions
Work will be performed in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employee may interact with upset staff and/or public and private representatives.

Probationary Requirement
This position is based on the successful completion of a twelve-month probationary period.