Deputy Chief Clerk at Lancaster… · Commissio…

Deputy Chief Clerk

Location: Commissioners-150 North Queen Street, Lancaster, PA

Compensation Range:

$76,908.00 - $115,362.00

Our full-time positions come with an array of excellent benefits including comprehensive healthcare coverage, a pension plan, flexible spending accounts and even a tuition reimbursement program.

At Lancaster County, we understand the importance of work-life balance. That's why we offer paid time off for sick, vacation and holidays, an employee assistance program, and family medical leave.

If you're passionate about making a difference, apply today to join us in serving the community!

Job Description:

JOB SUMMARY

• Working independently, and with limited supervision, the Deputy Chief Clerk provides support to the County Administrator/Chief Clerk and, as necessary, the Board of Commissioners.
• The primary responsibility of the position is the oversight and management of the Commissioner’s Office, ensuring that all functions, processes, and operations are performed in a competent, professional, and timely fashion.
• Additional responsibilities include representing the County Administrator in various administrative and managerial capacities as assigned or delegated.
• This is an essential position and may require work hours during times when County offices are closed.

REPORTING RELATIONSHIPS

• This position has direct supervision of three executive assistants.
• The Deputy Chief Clerk reports directly to the County Administrator/Chief Clerk.

ESSENTIAL JOB FUNCTIONS

Office Management:

• Responsible for efficient and effective operation of Commissioner’s Office. Must be able to clearly delegate tasks to ensure projects are complete. Supervise, manage, and evaluate work of administrative staff, providing coaching and mentoring as necessary. Must maintain a positive work environment.
• Coordinates the hiring and selection process for executive assistant positions within the Commissioners’ Office, including participation in recruitment planning, interview coordination, candidate evaluation, and onboarding activities in collaboration with Human Resources and the County Administrator/Chief Clerk.
• Always represent the County and Commissioners in a competent and professional manner.
• Ensure staff are sufficiently cross trained to minimize departmental vulnerabilities.
• Oversee and manage department technology and audio-visual equipment, particularly as it relates to public hearings, information sharing and communications.
• Identify and address operational practice and performance inefficiencies. Make recommendations, develop, or revise County policy with the approval of the County Solicitor and Board of Commissioners.
• Manage preparation of weekly Work Session and Commissioner’s Meeting agendas, along with Election Board and Registration Commission agendas. Attend meetings to assist as needed and ensure accurate and timely meeting minutes prior to submission to the Commissioners for approval.
• Oversee the preparation of Commissioners’ motions and resolutions, ensuring signed documents are maintained electronically.
• Leads County project management Workday ERP activities by coordinating departments, consultants, and leadership; monitoring timelines and deliverables; supporting change management; and assisting with issue resolution and process improvement.
• Serves as the County’s primary administrative contact for liability and non-automobile insurance matters, including claim submission, documentation coordination, carrier communication, and completion of annual policy renewal activities.
• Coordinates Countywide ARPA administration, including project monitoring, compliance tracking, documentation management, coordination with departments and subrecipients, and submission of required quarterly federal reporting.
• Prepare and ensure timely publication of legal notices in compliance with Sunshine Laws.
• Oversee the coordination of special events and ceremonies, including elected official inaugurations, and retirement functions.
• Coordinate the Human Services Block Grant plan, contracts, budget, and reports.
• Oversees hiring of the Executive Assistants.
• Represent the Commissioners’ Office during RFPs, bid openings, special advisory committees and special events as assigned.
• Manage the County’s relationship with the comprehensive insurance vendor; ensures timely completion of all documentation and provide accurate information necessary for continual policy coverage.

Payroll & Human Resource Management:

• Review and approve bi-weekly payroll reports
• Review and approve employee attendance record forms and manage leave requests for administrative staff and County Administrator
• Work with Budget Services in establishing and managing Commissioner’s Office budget
• Manage departmental purchases (P-card) and prepare monthly cardholder activity reports
• Approve purchase orders as prepared by administrative staff; receipt monthly payments for encumbered purchase orders in Workday; prepare additional documentation as needed for monthly invoices.
• Oversee processing of monthly interdepartmental receipts of vending machine checks

Support to County Administrator/Chief Clerk:

• Consults and communicates frequently with Administrator, gaining a thorough comprehension of Administrator’s roles and responsibilities.
• Serves as Administrator’s proxy in reviewing and approving department head leave requests.
• Provide administrative support as necessary, including preparation of correspondence and reports, schedules, meetings, and appointments; maintenance of calendar; review and screening of Commissioner’s Office email.
• Within Administrator’s threshold, has proxy signatory rights for expense reports, travel forms, employee technological device requests, and check requests, contracts, and agreements.
• Achieves a thorough familiarity with PA County Code, Sunshine Act and Lancaster County’s policies and procedures.
• Assumes progressive responsibility and authority on behalf of County Administrator; up to and including assumption of Administrator’s duties in relationship to the Commissioners as needed and County Departments as assigned.
• Assures development and publication of the County’s annual public meeting calendar.

OTHER SPECIFIC TASKS OR DUTIES

• Create and distribute annual documents including public meeting schedules, evening community sessions with selected municipalities, County holidays, inclement weather procedures, mandated state/federal reports, etc.
• Completes special projects as assigned.
• Communicates with department heads, elected officials, legislators, local agencies, boards, committees, governmental agencies, constituents, and county employees by email, in person and by telephone to obtain and disseminate information.
• Resolve discrepancies related to assigned work regarding a variety of subjects.
• Gather and summarize data for reports and correspondence to provide accurate information; reviews and analyzes files and documents to ensure completeness.

MINIMUM QUALIFICATIONS

• High school diploma with at least ten years relevant experience, including supervision of staff, demonstrating progressive responsibilities;
• Or an associate degree with five years of experience (preferred);
• Or a bachelor’s degree with three years of experience (strongly preferred);
• Or any combination of education and experience that demonstrates an ability to perform the essential functions of this job. The ideal candidate is computer literate, possesses refined communication and interpersonal skills in every medium, can function independently in a fluid work environment, is capable of effectively and efficiently managing multiple tasks and demands simultaneously, and consistently demonstrates competence and professionalism in the performance of all roles and duties.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Microsoft Office required. Knowledge of PeopleSoft preferred.
• Familiar with the Commonwealth of Pennsylvania’s County Code.
• Establish and maintain an effective relationship with the Board of Commissioners, Chief Clerk, County Departments, elected officials, public agencies, and the public.
• Strong understanding of County government operations, as well as local, state, and federal government operations.
• Requires an advanced degree of discretion and judgment. Most possess ability to maintain absolute confidentiality.
• Must possess the ability to organize and multi-task, strictly adhering to multiple deadlines.
• Must be highly responsive to staff needs and requests, to enhance the daily flow of business

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

• Pre-employment background check, drug testing and driver records check as required by law or policy to perform the duties.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Ability to sit for long periods of time.
• Work is primarily sedentary in nature; no special demands are required.
• Lightlifting of boxes at times when necessary.

The County of Lancaster offers comprehensive benefits to our employees. Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.