Chief Clerk Unclassified
Chief Clerk Unclassified
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$ 91160 - 135451
1 Vacancy
Job Description
Basic Function
To support the work of the County Board its committees and other related boards and commissions to assure their alignment with the Countys strategic agenda and to support requests for authority to support the Countys ability to conduct its business; to serve as a member of the County Managers Senior Management Team; to manage and direct administrative services of the County Managers Office; to oversee the Electronic Board Document Management System; to ensure public meeting notification and processes are open fair and accessible; to ensure the integrity and impartiality of the public record; to provide strategic analysis and review of documentation submitted for County Board action; to participate in special projects having countywide scope; and to perform related duties as assigned.
Resume and cover letter or biographical statement are required for your application to be considered.To view or print a copy of the complete Ramsey County job (class) description for this position go to:Job Descriptions. Once at this page you can browse the alphabetical list or search for a job description.
Flexible Workplace:
This position is identified under the designation of flex work eligible meaning that the employee can formally opt to be inoffice fulltime or work a flex schedule in which at least twodays per week are performed in office and other days can be performed in a remotefirst environment. Regardless of selection the position carries expectations regarding onsite responsibilities and will require schedule flexibility beyond the minimum expectations set forth in the countys flexible workplace policy. To view Ramsey Countys Flexible Workplace policy go to:Flexible Workplace PolicyExamples of Work Performed
Chief Clerk 60
- Direct the Agenda Review process including consultations with the County Attorneys Office Procurement the Center of Excellence the Chief Financial Officer and the County Manager in determining current and proposed authorization language and content of Requests for Board Action; lead discussions and provide consultation and guidance on the racial equity and community participation impacts of the proposed authority being requested of the County Board; consult with department leaders on documentation to ensure clarity completeness and adherence to prescribed formats for submission of documentation to Board of Commissioners; assist in development of County Board workshop presentations.
- Oversee the submission of documentation for County Board agendas; oversee the preparation and distribution of Board agendas and supporting documentation for Board and Committee meetings including review and editing of proposed Board resolutions and ordinances and writing Board Proclamations; oversee completion of meeting minutes and resolutions reflecting the business conducted and actions taken at Board meetings; and oversee the publication of Board proceedings and documentation through multiple formats.
- Manage the schedule and logistics for County Board and Committee meetings; administer the Boards open appointment process for approximately 30 volunteer committees and boards including advertising for vacant positions compiling information for the Boards consideration and completion of appropriate Board documentation; and coordinate Oath of Office process and logistics for all elected officials during election years.
- Ensure notice of all public meetings of the County Board and its committees and appropriate notification of all proceedings and activities; advise the departments County Manager and County Board on open meeting rules and regulations.
- Administer the preservation maintenance and retrieval processes of current and historical Board records to ensure proper retention archiving and accessibility of all County Board materials; oversee the Countys Administrative Code.
- Serve as business owner of the Electronic Board Document critical county system including administering the functionality maintenance and daytoday operations coordination contact and consultation with the IPR Capability Team Information Services city of Saint Paul County departments and the system vendor for problem identification and resolution.
- Staff the Charter Commission and oversee the details of the agenda preparation logistics minutes and communications and public notices of Charter Commission meetings; consult with the Charter Commission Chair and Vice Chair in the development of Commission agendas and presentations; consult with the Civil Division of the County Attorneys Office on Home Rule Charter and ongoing matters and conduct of the Charter Commission; inform County Manager of the work and priorities of the Charter Commission; coordinate with the Chief Judge of the Second Judicial district Court in the advertising recruitment application and appointment of Charter Commission members.
- Provide information and data on official County and Board records as requested by the County Manager as required for state and federal mandates and reporting and as requested by other government entities and residents; respondto calls from public inquiring about general information county ordinances and services; serve as chief content architect for the Chief Clerk website; oversee the preparation and publication of all legal notices and proceedings required by law and the County Boards weekly meeting notices; receive all legal notices for the Board and County Manager; oversee the Countys Economic Interest and Conflict of Interest reporting processes.
- Engage with and present to the County Managers Executive Team as needed including performing strategic analysis of agendas board workshops and decisions related to the County Board agenda.
- Direct and manage the operations of the County Managers Office; coordinate and consult with leaders collocated in the County Managers Office and in Property Management in the utilization of space furniture equipment and supplies to assure administrative programmatic and public safety needs are met; coordinate with collocated leaders and staff to foster communication connections and collegiality in creating and maintaining a positive and productive Residents First work culture.
- Direct and manage the daily administrative functions of the County Managers Office; identify assess plan and implement policies procedures and ongoing functions to ensure resources are managed efficiently in a manner consistent with applicable policies laws rules and regulations; identify and implement costeffective procedures and protocols for administrative systems changes that improve the efficiency and effectiveness of administrative functions.
- Supervise develop and crosstrain the support staff of the County Managers Office with responsibility for staff hiring work direction scheduling supervision training development evaluation and discipline; coordinate with County Managers Office leaders and staff to assure administrative support needs are met; assist in the hiring process of the staff in the County Board Office; foster a mutual support structure across the County Manager and County Board offices.
- Coordinate preparation for public hearings on the County Budget; coordinate scheduling of joint meetings of the County Board with other entities; provide support to County Boardappointed committees and boards.
- Promote the countys core values of People Integrity Community Leadership and Equity and a diverse culturally competent and respectful workplace.
- Serve as a member of the County Managers Office Management Team; assist the County Manager Director of Policy and Planning Compliance and Ethics Officer Transforming Systems Director and Executive Team members with policy development options and recommendations to support the decisionmaking process of the County Board the County Manager and service teams; provide direction advice guidance and consultation to service teams with implementation of County Board policies and resolutions and with the Administrative Code.
- Support the implementation of new and revised policies; plan and implement administrative systems to align with county priorities and incorporate process improvements and efficiencies in countywide administrative functions.
- Collaborate in establishing and implementing annual plans to strategically align county board workshops countywide leadership meetings and county policy discussions to assure optimal timing efficiency and priority focus.
- Develop present and manage the budget of the chief clerk and administrative services within the County Managers Office as part of the broader overall Strategic Team budget; develop and present the budgets of the County Board Office and the Charter Commission; approve contracts requisitions and expenditures associated with these budgets; collaborate in the development presentation and ongoing management of the Strategic Team budget; oversee accounting payments procurement payroll and employee onboarding benefits and support.
- Design and implement training programs for county staff in development of board documentation use of electronic documentation tools preparation for Agenda Review process protocols of presenting to the County Board and the development of presentations and workshops for the County Board.
(The work assigned to a position in this classification may not include all possible tasks in this description and does not limit the assignment of any additional tasks in this classification. Regular attendance according to the positions management approved work schedule is required.
ESSENTIAL FUNCTIONS: Chief Clerk. Director of Administrative Services1 2 3 4. Strategic Leader1 2 3 4 5.Minimum Qualifications
Education:Bachelors degree in public administration business administration communication or a related field.
Experience: Seven years of progressively responsible management or administrative experience including two years of work in a public setting working with senior management and/or elected officials.
Substitution: Equivalent combination of education and related experience.
Certification/Licensure: None.
Exam/Screening Process Information
This is an unclassified atwill position holding a confidential relation to the department head or elected official. This position requires an open screening and selection process. There is no exam for this unclassified position. All applicants who meet the minimum qualifications will be forwarded to the department for consideration.Please read below for further instructions.
Definition of Unclassified from the Ramsey County Personnel Act:
Subdivision 1. General. The appointing authority may discharge employees in the unclassified service with or without cause. Employees in the unclassified service have no right to a grievance appeal from discharge or other disciplinary action under sections 383A.281 to 383A.301. An employee in an unclassified position shall not have tenure but shall be entitled to all benefits associated with tenure such as vacation leave sick leave health insurance and other benefits as determined by the county board.
Interested candidates should apply online by completing the online application prior to the close date listed and attaching a resume and cover letter detailing their experience.Criminal Background Checks:All employment offers are conditioned upon the applicant passing a criminal background check. Convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. However making false statements or withholding information will cause you to be barred from employment or removed from employment.
EVerify Participation: Ramsey County participates in the federal EVerify program. This means that Ramsey County will provide the Social Security Administration (SSA) and if necessary the Department of Homeland Security (DHS) with information from each new employees Form I9 to confirm work authorization. If the Government cannot confirm that you are authorized to work Ramsey County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you including terminating your employment. Employers may not use EVerify to prescreen job applicants and may not limit or influence the choice of documents you present for use on the Form I9.
Equal Opportunity Employer:Ramsey County provides equal access to employment programs and services without regard to race color creed religion age sex (except when sex is a Bona Fide Occupational Qualification) disability familial or marital status sexual orientation or gender identity public assistance status place of residence political affiliation or national origin. Ramsey County is deeply committed to advancing racial equity and promoting diversity and inclusion within all areas of our workforce.Ramsey County is deeply committed to advancing racial equity and promoting diversity and inclusion within all areas of its workforce. The county strives being equitable inclusive transparent respectful and impactful in how we serve and engage with residents as well as Ramsey County employees. Advancing racial equity ensures all people who need access to opportunities and services we provide will receive them. Racial equity is achieved when race can no longer be used to predict life outcomes and outcomes for all are improved.
To print a paper application for this posting clickPaper Application. You will need to print this posting and answer the supplemental questions associated with this exam and submit them with your completed paper application.
For further information regarding this posting please contact:
Required Experience:
Chief
Employment Type
Full-Time
