Virginia Tech | CPAP Job Board

Franklin County, Virginia, known for its scenic beauty, nestled between Philpott and Smith Mountain Lake along the Blue Ridge Mountains, south of Roanoke, VA is currently accepting applications for the position of Clerk to the Board of Supervisors. This Clerk serves under the leadership of the County Administrator’s Office while providing the Board of Supervisors, County Administration and legal counsel with research, documentation, and correspondence.

This position advertises, attends, and assists with the organization of Supervisor’s meetings, work sessions, and special called meetings, thereby maintaining all official records.

Thorough knowledge of the function and organization of County government is required. Demonstrated ability to communicate effectively to maintain good working relationships with County Officials, Co-Workers, Department Heads and the General Public. Ability to organize and prioritize multiple tasks and to exercise initiative and discretion.

Any combination of education and experience equivalent to a Bachelor’s Degree in public administration, political science, public policy, business management, communications, paralegal studies or an equivalent combination of applicable government or business experience (preferably County or municipal) entity. Ability to accurately take and transcribe minutes. Certified Municipal Clerk (CMC) and/or Master’s Municipal Clerk (MMC). CMC required within 5 years of employment. Anticipated starting salary range of $40,000 - $49,000 DOQE plus Excellent Benefits. An application and complete job description may be obtained at the Franklin County Government Center, 1255 Franklin Street, Suite #109, Rocky Mount, VA 24151 or apply online. Initial application review will begin April 11, 2022. Position Open Until Filled. AA/EOE

General Definition

Serves as Clerk to the Board of Supervisors and associated support to County Administration. Thorough knowledge of the function and organization of County government is required. Position necessitates the signature and attesting of legal documents and often serves as an initial point of contact for citizens and administrative staff regarding the business of the Board of Supervisors. The Clerk advertises, attends, and assists with the organization of Supervisor’s meetings, work sessions, and special called meetings, thereby maintaining all official records. Maintains Notary Public status and Certification.

Position Overview

Coordinates the preparation of Board folders, agenda items, meeting minutes, legal advertisements, and related official records. Serves as a reference for information and accurate application of the Code of Virginia for documents and Board/County matters ( i.e. determine proper dates for public hearing advertisements, how a special meeting of the Supervisors is promulgated, when and how a Closed Session may be held, annual disclosure filing forms for elected/appointed officials as required by Virginia State Code, and the monitoring of Boards, Commissions and Committees as to membership, terms of appointment, resignations, oaths of office and talent bank of persons applying for appointment).

The Clerk to the Board of Supervisors is responsible for accuracy of format, grammar, process, procedure, and Virginia Code information used in executive summaries and ensures that all information is compiled in a complete and timely manner. Position provides support to Administration and County Departments to ensure proper protocol of local, state, and federal ordinances. The position works to foster and maintain relationships between the County organization and state and federal offices and general public. Position assists with media releases, as well as assists with updates to County’s website, social media, and civic engagement platforms.

The Clerk works to ensure Board member inquiries are answered, thereby providing applicable research and information. Position organizes all meetings including scheduling the venue, equipment, paperwork and meals as required. Responsible for transcribing, distributing and accurately filing/maintaining meeting agendas, minutes, and support documents. Records Management of all Board information and County legislative records required.

Organizational Relationship

Serves under the leadership of the County Administrator’s Office. Provides the Board of Supervisors, County Administration and legal counsel with research, documentation, and correspondence. Maintains excellent relations with all departments and employees while maintaining strict confidentiality.

Typical Tasks

Maintains up-to-date membership directory of local officials, boards and commissions and expiration terms for appointment/reappointment.

Coordinates Board legislative and business calendars, and other necessary advertisements for Board business.

Receives, investigates, and reports citizen complaints or inquiries regarding Board of Supervisor matters. Receives requests for Proclamations and prepares paperwork and plaques for approval by Board of Supervisors.

Coordinates the distribution, filing and maintenance of annual Financial and Disclosure Statement notices to staff, board and commission members; maintains and updates records for archival.

Prepares and develops agenda, executive summaries, and consent agendas items for upcoming Board meetings and ensures accuracy of information and timely distribution; Prepares ordinances, resolutions after approval for signature and maintains resolutions in files, prepares public hearings notice advertisements per State Code.

Prepares follow-up correspondence and tracks log items for Board meetings; Composes and prepares the Board minutes for approval; maintains the minutes in the Official Order Book; prepares minutes and documents to make available to the general public, and web listing; 

Responsible for codification of County Code and its distribution; Notarizes papers and contracts initiated by the County and certify official documents required for court hearings, recordation, etc.

Prepares letters, memorandums, reports, etc. for County Administration or each individual Board member as directed; Assists with receptionist and clerical duties, as needed; Prepares Supervisor’s Board Room for meetings.

Ensures the availability of the Supervisor’s Official Record Books and does research of records for administration, public, etc.; Responsible for the processing of applications, fee collection, and the subsequent Board issuance of various County permits and applications as required by County Code (i.e. special events)

Assists with varied and integrated communications activities, including County website, print publications, press releases, legal ads, online communications, social media, and public information efforts.

Performs related and assigned tasks as required.

Essential Knowledges, Skills and Abilities

Thorough knowledge of principles and concepts of public administration. Considerable knowledge of standard office procedures and practices. Knowledge of Virginia statutes authorizing the County to govern and the organization structure of the County. Demonstrated ability to communicate effectively to maintain good working relationships with County Officials, Co-Workers and Department Heads, and the General Public. Demonstrated ability to organize and prioritize multiple tasks and to exercise initiative and discretion. Ability to use general office equipment including personal computer, laptop, and related software packages (i.e. MS Office Suite).

Must possess the ability to compile and analyze facts and specifications and to make sound decisions; the ability to express ideas clearly and concisely, orally and in writing; extensive typing ability; the ability to establish and maintain effective working relationships with County employees, supervisors, and the general public. Must be able to exercise sound judgment, demonstrate sensitivity and responsiveness and a high degree of organization to respond to a fast-paced work environment; Must have the ability to establish and display excellent customer service and human relation skills at all times with County officials, employees and the general public and ability to incorporate positive working roles and responsibilities in job performance, and apply them throughout the organization while maintaining strict confidentiality of issues.

Training, Education and Experience

Any combination of education and experience equivalent to a Bachelor’s Degree in public administration, political science, public policy, business management, communications, paralegal studies or an equivalent combination of applicable government or business experience (preferably County or municipal) entity. Ability to accurately take and transcribe minutes. Ability to read, write, understand, and research information and protocol as it pertains to the Code of Virginia. Ability to think both creatively and strategically. Deadline-oriented, inquisitive, with great follow-up and reporting skills. Responds well under pressure with strict time limit. Quick and enthusiastic learner. Excellent customer service skills and demonstrated experience required.

Special Requirements and Related Obligations

Licenses and Certificates – Requires Certified Municipal Clerk (CMC) 3-Year Certification Class Program & Master’s Certified Municipal Clerk (MMC) Certification Class Program. Certified Municipal Clerk designation within five (5) years of employment and prefers a Master’s Certified Municipal Clerk designation within eight (8) years of employment.

Physical Demands

Must be able to occasionally lift 15 pounds and sit for long periods of time at a desk.

Work Environment

Work is generally performed in an office environment.

Americans with Disabilities Act Compliance

Franklin County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Franklin County will provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the employer.