ADMINISTRATIVE HEARINGS CLERK

at  Snohomish County

DESCRIPTION

The Office of Hearings Administration houses the Hearing Examiner and also provides administrative support for the Board of Equalization and the Boundary Review Board composed of appointed citizen members. The office team consists of two full time administrative hearings clerks, an administrative specialist, and the Hearing Examiner who is the administrator of the office. The successful candidate will have primary responsibility for supporting the Board of Equalization. Typical duties include scheduling hearings, coordinating with the Assessor’s Office, assisting the public in filing petitions to appeal their assessed valuations, communicating with board members, recording board meetings, preparing minutes and board decisions, data entry, and preparing exhibits for the board and any appeals. Each clerk is expected to assist and fill in for the other clerks when needed. Other general and administrative duties may be assigned, such as budget, payroll, and accounts payable, if the administrative specialist is unavailable. Upon completion of training, some work may be performed remotely with county-issued equipment. Contact with board members, the public, and team members is in-person and by phone, Zoom, Teams, etc. The successful candidate will have better than average skills with Word and computer technology, a willingness to learn, initiative to find and implement new projects, an ability to work independently, and excellent communication skills. We are looking for a positive team-player focused on customer service. The successful candidate will join an inclusive, collegial, and collaborative office devoted to serving the public. This position is full time.

MINIMUM QUALIFICATIONS

Three (3) years of secretarial, clerical, or administrative experience; OR any combination of training and/or experience that provides the required knowledge and abilities. Must pass job related tests.

SPECIAL REQUIREMENTS

A valid Washington State Driver’s License may be required.

KNOWLEDGE AND ABILITIES

Knowledge of:

• general office procedures and practices
• proper English spelling, grammar, punctuation and word usage
• basic record keeping procedures

Ability to:

• type accurately
• understand and apply the Snohomish County Code and the Revised Code of Washington as they apply to the Office of Hearings Administration
• courteously establish and maintain effective working relationships with elected officials, department managers, associates, parties, other government workers, and the general public
• maintain necessary records and prepare required reports; operate tape recorder, public address system and other standard office equipment
• communicate effectively both orally and in writing
• meet deadlines and cope with interruptions
• oversee preparation of accurate and complete transcriptions
• understand and operate within the restrictions imposed on quasi-judicial activities by Washington State appearance of fairness and conflict of interest doctrines
• work effectively under pressure, meet deadlines and cope with interruptions
• work independently with minimum supervision
• maintain confidentiality of information

STATEMENT OF ESSENTIAL JOB DUTIES

• Prepare agendas for public hearings; catalogs and files documents; and mark exhibits; establishes and maintains official files.
• Takes minutes or notes of public hearings; sets up and monitors verbatim recordings; maintains party of record register; and records on the official agenda all action taken during meetings.
• Prepares minutes of all proceedings as appropriate and follows up inquiries and requests as directed to ensure that the items are resolved or completed.
• Responds to requests from county staff and the public for information or records ; researches records; copies recordings of proceedings; and certify verbatim transcripts and copies of documents if required.
• Schedules hearings, pre-hearing conferences, and appointments; prepares and distributes hearing or other notices as required; and arranges meetings and travel arrangements as required.
• Initiates and monitors the flow of decisions throughout the approval process, including conditions when appropriate; reviews departmental packages for required information, signatures and due dates; and prepares and maintains certification records.
• Prepares and maintains files and documents for review or signature; processes or maintains custody of confidential departmental information such as personnel and payroll information, leave records, and schedules.
• Sets up and maintains files and systems for retrieval of documents.
• Prepares and submits requisitions, vouchers, budget transfers, emergency appropriations and supplemental appropriations for approval or payment; set up and post departmental ledgers; and prepare draft budgets and other financial reporting information as assigned.
• Maintains inventory records and custody of equipment and supplies; arranges for appropriate maintenance or repair of facilities or equipment; and orders equipment or supplies.
• Collects, compiles, and enters data on data base and spreadsheet records; sets up and maintains these records; and may serve as departmental information technology coordinator.
• Develops, recommends, and implements departmental policies and procedures as appropriate.
• Represent the Office of Hearings Administration on committees or other government offices or departments as assigned.

STATEMENT OF OTHER JOB DUTIES

• Drafts documents as requested.
• May act as a team leader for other employees and provide direct supervision to them as required.
• Answer phone, emails, or other communications and respond to persons who visit the office.
• Researches and prepares reports or provides information as required.
• Performs duties related to the Office of Hearings Administration as required.