Deputy Clerk/Administrative Assistant

Department: County Manager’s Office / Administration

FLSA Status: Non-Exempt

Reports to: County Manager

Salary: $40,000

General Statement of Duties:

Performs highly responsible administrative, clerical, and technical work in support of the County Manager/Clerk to the Board, the Board of County Commissioners, and County Administration. This position serves as the Deputy Clerk to the Board and provides administrative support for the County Manager’s Office and other senior staff as needed.

Distinguishing Features of the Position:

This position assists the County Manager in preparing agendas, gathering information for meeting agenda packets, notifying the Board and appropriate County staff, news media and other interested parties of dates and times of Board meetings, recording and maintaining official records, attending and documenting Board of Commissioners meetings. In addition to deputy clerk responsibilities, the position performs a wide variety of administrative tasks including scheduling, correspondence preparation, document management, and customer service. Attention to detail and trainability are specific important qualities relating to this position.

Essential Duties and Responsibilities:

Deputy Clerk to the Board Duties:

• Assists the County Manager in preparing the Board of Commissioners’ meeting agendas, packets, legal notices, and public hearing documentation.

• Attends Board meetings: records and transcribes meeting minutes.

• Maintains official county records, resolutions, ordinances, and meeting minutes in accordance with North Carolina General Statues and state records retention laws.

• Supports the public records request process and ensures compliance with public meeting laws and transparency requirements.

• Coordinates Board appointments to advisory boards and committees, updating rosters and term expirations.

• Responsible for coordinating meetings for Commissioners ensuring availability of meeting rooms, equipment, materials, refreshments, etc. as deemed necessary.

• Handles scheduling and travel arrangements including registration, hotel, and other travel related accommodations for Board members.

• Supports the preparation of proclamations, certificates, and official correspondence from the Board.

Administrative Support Duties:

• Provides general administrative support to the County Manager’s Office, including scheduling meetings, preparing correspondence, and maintaining office files.

• Greets visitors, answer phones, and provide high-quality customer service to citizens, staff, and elected officials.

• Prepares reports, presentations, and other documents as needed by the County Manager or senior staff.

• Assists with special projects, research, and data gathering for County Administration.

• Maintains calendars and schedules for management staff and coordinates logistics for meetings and events.

• Processes purchase orders, invoices, and tracks budgeted expenditures for the County Manager’s Office.

• Manages inventory and orders office supplies for the administrative offices.

Knowledge, Skills, and Abilities:

• Working knowledge of North Carolina General Statutes related to open meetings, public records, and county government operations.

• Strong organizational skills and attention to detail.

• High levels of adaptability and trainability.

• Ability to prepare accurate meeting minutes, agendas, and official records.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems.

• Excellent written and verbal communication skills.

• Ability to manage confidential information with integrity and discretion.

• Ability to prioritize tasks and work independently under deadlines.

Minimum Qualifications:

• Associate’s degree in public administration, Business Administration, or a related field (bachelor’s degree preferred).

• Two (2) years of administrative support or office management experience, preferably in a government setting.

• Experience with board or council support work is highly desirable.

Special Requirements:

• Notary Public certification or ability to obtain within six (6) months of hire.

• Certification as a North Carolina Deputy Clerk to the Board (or willingness to obtain within a specified timeframe).

Submit completed application, resume, and a compelling cover letter that demonstrates writing and communication skills to Caswell County Human Resources Department, Attn: Crystal Stauffer, PO Box 98 Yanceyville, NC 27379.

Email: [email protected]

Applications can be found on the Caswell County Official Website: http://www.caswellcountync.gov