Deputy Clerk

Deputy Clerk provides complex clerical, administrative, and light executive support to the seven elected members of the Culpeper County Board of Supervisors. The position is responsible for maintaining governmental calendars, coordinating and preparing meeting agendas and packets, accurately recording and preparing meeting minutes, and maintaining primarily electronic official records and files. The role requires strong organizational skills, proficiency with modern office and agenda-management software, and the ability to effectively leverage available tools to improve efficiency, accuracy, and service delivery while ensuring compliance with the Code of Virginia, the Virginia Freedom of Information Act (FOIA), and County policies.

ESSENTIAL JOB FUNCTIONS

• Maintains daily, weekly, and monthly governmental calendars for the Board of Supervisors, committees, work sessions, and related County activities; coordinates scheduling for seven elected members and staff.
• Coordinates, prepares, compiles, and distributes agendas and agenda packages (in electronic and limited paper formats) for Board of Supervisors meetings, work sessions, committee meetings, conferences, and retreats; works with County departments and staff to obtain supporting documentation in a timely manner.
• Attends Board of Supervisors, committee, and related meetings (including evenings); accurately records proceedings, takes and prepares official minutes, records votes, prepares action summaries, and ensures proper execution, filing, and distribution of documents.
• Serves as a primary custodian of official administrative records (resolutions, ordinances, contracts, minutes, and related documents), primarily in electronic systems; ensures proper indexing, retention, accessibility, and compliance with records-management requirements.
• Provides light executive administrative support to the seven elected Board members, including calendar management, correspondence assistance, information distribution, and coordination of materials.
• Responds to inquiries from Board members, staff, the public, and external parties; assists with FOIA requests and public information related to Board activities; maintains high standards of customer service and discretion.
• Requests, collects, maintains, and monitors financial disclosure statements and related ethics documentation required by the Ethics Commission and applicable state law; monitors legislation and requirements affecting the Board and County Ethics Commission.
• Maintains Virginia Notary Public commission as needed to support County Administration and residents.
• Utilizes modern software platforms (including agenda management systems such as BoardDocs or similar, Microsoft Office Suite, electronic records systems, and collaboration tools) while maintaining human oversight for accuracy, compliance, and confidentiality.
• Ensures compliance with the Code of Virginia, FOIA, parliamentary procedures, and County policies in all Board-related documentation and processes.

• Provides general administrative assistance to the County Administrator and other County departments as delegated by the County Administrator.
• Performs general clerical duties as assigned
• Performs related duties as required

Education and Experience:
Education and experience equivalent to an associate degree in public administration, business, or a related field, supplemented by two or more years of progressive clerical, administrative, or board-support experience, is preferred. Previous employment in a local government setting, particularly supporting an elected board or council, is preferred.

Special Qualifications:

• Satisfactory results of a criminal history background check
• Virginia Notary Public Commission, or ability to obtain promptly
• Must be able to attend evening meetings

Knowledge, Skills, and Abilities: 

• Knowledge of County operations, the Code of Virginia (especially provisions related to boards of supervisors and local government), FOIA, and records-management practices. 
• Ability to coordinate the work of others and exercise sound independent judgment. 
• Strong ability to communicate the organization’s mission and values and act as a professional role model. 
• Excellent written and verbal communication skills; high proficiency in preparing accurate minutes, agendas, and professional correspondence. 
• Advanced organizational skills and the ability to manage multiple priorities, deadlines, and calendars for elected officials. 
• Proficiency with modern office software (Microsoft Office suite), agenda management systems, electronic records platforms, and collaboration tools. 
• Excellent interpersonal skills, discretion, and ability to work effectively in a team environment with elected officials, staff, and the public. 
• Mathematical ability sufficient for basic calculations and financial document handling. 
• Ability to read, write, and explain policies and procedures clearly. 
• Commitment to the highest level of customer service and public trust.

PHYSICAL DEMANDS

This position is classified as light physical exertion. Must be able to lift 5–10 pounds. Must be able to operate office and computer equipment and may involve extended periods at a keyboard or workstation. Must be able to communicate orally and perceive and discriminate colors/shades of color. Requires the ability to perceive and discriminate sounds. Evening meeting attendance is required. 

WORK ENVIRONMENT

Essential functions are regularly performed in an office setting in an office setting, with attendance at Board and committee meetings (which may occur outside standard business hours).

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications as required of employees assigned to this job.

In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

General Sign-off: The employee is expected to adhere to all County policies and to act as a role model in the adherence to the policies.