About the position

Responsibilities

Assist with agenda management including reviewing agenda items and related documents.
Compile and publish meeting agendas and minutes, ensuring organization and accuracy.
Record proceedings for meetings, take dictation/notes, and transcribe and proofread meeting minutes and related documents.
Upload and publish documents to internal/external libraries, maintaining timelines and organization.
Provide assistance and guidance to other County departments regarding agenda review and submission processes.
Schedule and organize meetings and public hearings, including pre and post meeting preparation work.
Develop training materials and train staff on agenda drafting/submittal procedures and agenda software usage.
Perform various administrative and secretarial duties for the Commission, including maintaining calendars and scheduling.
Prepare and review agenda items, correspondence, reports, contracts, resolutions, and other documents.
Coordinate public hearings and newspaper advertisements.
Maintain a filing system for incoming/outgoing correspondence and documentation.
Conduct research as directed and assist with the application process for county alcohol licenses.
Assist with public notices and information distribution to the public and media.
Scan, copy, upload, archive, and file documents, maintaining a proper document filing system.
Greet visitors, provide assistance, and ensure comfort while they wait.
Answer incoming calls and relay detailed information/messages accurately.
Provide information to general inquiries and assist the public with problems and complaints.

Requirements

Minimum of five (5) years of experience in administrative/secretarial related work.
High school diploma or equivalent.
Valid driver's license.
Certified Notary Public in the State of Alabama (must be bondable).
Strong interpersonal and communication skills (both written and verbal).
Ability to take dictation and type a minimum of fifty (50) words per minute.
Knowledge of general office practices, procedures, equipment, and software (Microsoft Office, Adobe, email).
Ability to multitask and perform under stress of multiple deadlines.

Nice-to-haves

Knowledge of basic high school mathematics and bookkeeping procedures.
Familiarity with agenda management software.

Benefits

Full-time position with a competitive hourly wage of \$21.54.
Opportunity for professional development and training.

Administrative Support Specialist IV - Baldwin County Commission

Job Type