[Hiring] Senior Coordinator for Commissioners Court/Boards @County of El Paso

Role Description

The Commissioners Court/Boards Coordinator, Senior under limited direction, provides clerical and administrative support services for Commissioners Court and board meetings. The incumbent serves as custodian of official Commissioners Court and assigned board records. The incumbent oversees the County’s Agenda Management System operations, provides user training and technical support for County staff. The incumbent makes decisions and is responsible for assisting with scheduling and overseeing the daily operations of the division.

Qualifications

• Associates Certificate in Business or related field.
• Five (5) years of increasingly responsible clerical and administrative work experience.
• One (1) year of experience in operating details of various boards.
• Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Requirements

• May require Deputy Clerk deputizing.
• A personal mobile smart device is required by the hire start date to access the County’s network and systems.
• Pass a background investigation.
• Typing speed of 45 words per minute.

Benefits

• Maintains a safe and healthy workplace environment.
• Commitment to customer service excellence.

Typical Duties

• Serves as the primary administrator and subject matter expert for the County’s Agenda Management System.
• Coordinates improvement or modifications of the system.
• Performs diverse and highly responsible support duties to ensure efficient planning of governing or advisory boards.
• Prepares, organizes, and manages the creation of weekly agendas for Commissioners Court and assigned boards.
• Attends and records all proceedings of Commissioners Court and assigned boards meetings.
• Ensures compliance with Open Meetings Act for agenda, minutes, and records.
• Performs administrative and clerical tasks, including correspondence and report preparation.
• Reviews agenda submissions for completeness, accuracy, compliance, and proper formatting.
• Provides technical support and troubleshooting for the Agenda Management System.
• Provides guidance, technical support, and training to users on the Agenda Management System.
• May serve as the initial point of contact for inquiries or complaints about specific programs.
• Reviews and evaluates work methods and procedures.
• Monitors system performance and functionality; recommends enhancements and best practices.
• Maintains files and records; arranges and schedules meetings.
• Gathers, organizes, and summarizes information for special projects.
• Posts official notices of meetings and submits minutes for approval.
• Uses current computer software programs to prepare documents.
• Advises Elected Officials and staff on agenda items.
• Receives, maintains, and updates all official records and original documents.
• Creates and maintains digital records and electronic tracking.
• Serves as primary quality control agent for agenda preparation.
• Conducts manual and computer searches for internal and external customers.
• Certifies documents when appropriate.
• Ensures daily maintenance and backup of all electronic data.
• Maintains production reports and files on a weekly basis.
• Maintains computer hardware, software, and scanning equipment.
• Collects and analyzes statistical data from imaging software workflow.
• Works with Records Management staff for efficient storage and retrieval of records.
• Processes the Annual Salary Grievance Committee selection.
• Works with vendors to update and enhance management systems.
• Provides informational material to news media and the general public.
• May perform calendaring activities.
• Attends and participates in meetings, training, and information sessions.
• Stays abreast of new trends and innovations in the field.
• May assist in the development and improvement of department procedures.

Other Important Duties

• Substitutes during temporary absences by performing delegated duties.
• Commits to providing excellent customer service.
• Creates a high-quality work culture through training and mentoring.
• Performs other related duties as assigned.
• Works extended hours and weekends as needed.
• As members of the County of El Paso Emergency Response System, may be required to train on emergency response.