Clerk to the Board - Technician - Reception/Distribution

Compensation Range

$25.52 - $32.66

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Job Description Summary

Perform a variety of complex duties and work requiring knowledge of technical terms, memory, and extensive use of independent judgment, requiring a diverse knowledge base for service to all departments in the County and delivering high-level professional correspondence, ensuring consistent clarity and accuracy. This position is highly deadline based, requiring focus, time-management, and organizational multitasking skills. The position is highly collaborative, both within the immediate team and the greater County staff.

The ideal candidate will have the following traits:

• Strong multitasking and organizational skills, with the ability to manage high volume, deadline driven work.
• Exceptional communication skills, including handling complex inquiries and producing accurate, professional correspondence.
• Broad knowledge base and adaptability to support multiple departments and understand diverse procedures.
• High attention to detail and accuracy in document handling, record management, and financial processing.
• Collaborative, service oriented mindset with the ability to work effectively across teams and with the public.

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Job Description

Reception and Phones - 20%

• Provides phone coverage, taking specialized calls, for the Clerk to the Board's Office, County Attorney's Office Paralegal, Commissioner's Office Manager, Public Information Officer, and Department of Human Resources, as scheduled.
• Answers the Weld County Switchboard and directs calls to every department within the County, requiring the development of a diverse knowledge base.
• Acts as primary reception/support for multiple administrative departments, serving as coverage for the Commissioners' Office Manager and County Attorney's Office Paralegal. Directs visitors, including high level executives, to various meetings and Work Sessions, utilizing discernment between several departmental procedures and the calendars of the Weld County Board of Commissioners, County Attorney's Office, and Administration Building.
• Answers complex and technical questions and complaints; refers highly technical questions from callers and visitors requiring further information to appropriate staff members and departments.
• Opens and distributes mail to multiple departments, assessing and processing mail that needs review by the Weld County Board of Commissioners and/or added to their repository, while cross-referencing an extensive procedural guide.
• Acts as notary public for internal legal documents, other departments, and as a service to the general public.

Distribution, Document, and File Management - 40%

• Responsible for electronic scanning of all records, and verification of same for accuracy and completeness, which requires utilization of specialized software, equipment, and the cross-referencing of an extensive procedural guide. Often requiring immense attention to detail, research skills, and general knowledge of all departmental document subject matter.
• Prepares and routes documents for recording in the records of the Weld County Clerk and Recorder, ensuring correctness thereof as recording is a permanent action.
• Distributes documents, including those returned after being recorded, while delivering high-level professional correspondence to each department within the County, outside agencies, and applicants. Said distribution needs to be timely, in support of legal, real estate, statutory deadlines, and various transactional considerations, including those mandated by the law, Weld County Code, State or Federal Statute, other agencies / industries, and the public.
• Completes monthly and annual reconciliation projects, requiring attention to detail and analytical skills.
• Attests to documentation of actions taken by the Commissioners and certifications, when necessary.
• Maintains vast historical filing systems, requiring increased organizational skills.

Accounting - 20%

• Processes and prints digital registers and checks for payment through the Workday software. Prepares financial warrant packets for approval by the Weld County Board of Commissioners, requiring attention to detail, moderate accounting, written communication skills, and adherence to County security standards to maintain confidentiality.
• Balances departmental deposit batches through CanAm software.
• May collect and account for fees or monies coming into the Department, maintain departmental expense account, submit vouchers for payment, and prepare purchase orders, invoices, budget accounts, and requisitions w