Administrative Secretary - Clerk of the Board & Procurement (Clerk of the Court and Comptroller)

Job ID 103127 Location Downtown Full/Part Time Full-Time Exempt from Classified Service Yes Minimum Rate 39535.06 Min Pay Frequency Yearly Maximum Rate 73346.97 Max Pay Frequency Yearly Regular/Temporary Regular Minimum Qualifications High school diploma or GED. Three years of secretarial or related word processing experience are required. Recruitment Notes This position is responsible for providing advanced administrative and secretarial support to the leadership team and supporting the day-to-day administrative and customer service activities of the Clerk of the Board and Procurement Department. The role serves as the department’s primary point of contact for visitors, callers, vendors, County and Clerk of Court and Comptroller staff, and other stakeholders while providing administrative support to the department’s leadership team. Responsibilities include front desk operations, calendar management, meeting coordination, task and deadline tracking, reporting support, records management, supply inventory monitoring, office supply purchasing coordination, and other administrative activities necessary to support efficient departmental operations. The incumbent ensures the accurate, timely, and professional handling of customer inquiries, documents, communications, and administrative workflows within a fast-paced, high-volume environment where competing priorities and frequent interruptions are common. This position requires balancing front-line customer service responsibilities with ongoing administrative support for multiple members of the leadership team while maintaining accuracy, organization, and responsiveness. This position coordinates assigned administrative activities, tracking assignments and deadlines on behalf of leadership, maintaining administrative and departmental records and logs, and providing administrative support for departmental initiatives. The successful candidate must demonstrate strong organizational skills, attention to detail, initiative, professionalism, and the ability to work with limited supervision while supporting multiple administrative and leadership priorities. ESSENTIAL DUTIES AND RESPONSIBILITIES Serve as the primary front desk representative for the department by greeting visitors, answering and routing calls, responding to inquiries, processing document submissions, and providing accurate information regarding departmental functions and services. Coordinate visitor access, mail distribution, records receipt, document tracking, and other front desk activities in accordance with established departmental procedures. Provide administrative support to the Director, Assistant Directors, Administrative Services Manager, and other members of the team as assigned. Manage and maintain multiple calendars, coordinate meetings, schedule appointments, prepare meeting materials, and assist with meeting logistics and follow-up activities. Track assignments, action items, deadlines, and deliverables on behalf of leadership and provide timely follow-up to ensure completion of assigned tasks. Coordinate the collection, organization, and compilation of information for monthly reports, operational metrics, presentations, and management reporting requirements. Maintain and monitor departmental logs, spreadsheets, databases, and tracking systems to support administrative tracking, workflow coordination, and reporting activities. Monitor office supply inventory levels, conduct routine inventory reviews, coordinate office supply purchasing activities, and maintain adequate inventory to support departmental operations. Prepare invoices and supplementary documentation for payment and track expenditures against established budget. Assist with recruitment-related administrative activities, onboarding coordination, records management, and other personnel support functions as assigned. Prepare correspondence, reports, presentations, forms, and other documents while ensuring accuracy, completeness, and prof…

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