Deputy Chief Clerk

Job Title:
Deputy Chief Clerk
County Name:
Lancaster County

Position Summary

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
to serve as administrative liaison for the County's Human Services Agencies (Behavioral Health & Developmental Services, Children & Youth, Drug & Alcohol Commission, Office of Aging) and the Youth Intervention Center, in addition to representing the County Administrator in various administrative and managerial capacities as assigned or delegated. The position will also be responsible for the daily management of the Commissioner's Office, ensuring that all functions, processes, and operations are performed in a competent, professional, and timely fashion. This is an essential position and may require work hours during times when County offices are closed.
 
REPORTING RELATIONSHIPS
This position reports directly to the County Administrator/Chief Clerk, under whose guidance this position has direct oversight of five Directors of the County's Human Service Agencies and the Youth Intervention Center; and direct supervision of three administrative assistants based in the Commissioner’s Office.
ESSENTIAL JOB FUNCTIONS
Support to County Administrator/Chief Clerk:
      a.       Consults and communicates frequently with Administrator, gaining a thorough comprehension of Administrator's roles and responsibilities.
      b.      Serves as Administrator's proxy in reviewing and approving department head leave requests.
      c.       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.
      d.      Within Administrator's threshold, has proxy signatory rights for expense reports, travel forms, employee
                technological device requests, and check requests, contracts, and agreements.
      e.      Achieves a thorough familiarity with PA County Code, Sunshine Act and Lancaster County's policies and
                procedures.
      f.       Assumes progressive responsibility and authority on behalf of County Administrator; up to and including
                assumption of Administrator's duties as necessary in relationship to the Commissioners and all County & Court
                Departments as assigned.
Human Services Administration:
  1. Under guidance of, and in consultation with, the County Administrator, responsibility for ensuring the effective and efficient functioning and operations of the County’s Human Services Agencies and the Youth Intervention Center.
  2. Be accessible and of assistance to the Human Service Agencies and their leadership teams as necessary.
  3. Provide first level response on issues and concerns and work to resolve in collaborative manner.
  4. Ensure mission alignment with County and Board of Commissioners.
  5. Conduct bi-monthly meetings of Human Service Agencies’ Directors.
  6. Provide feedback to County Administrator for performance reviews.
  7. Coordinate the Human Services Block Grant Plan, and related contracts, budgets and reports. 
  8. Present Human Service contracts for vote at weekly Board of Commissioners meetings.
Management of Commissioner’s Office:
  1. 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.
  2. Prepare and ensure timely publication of legal notices in compliance with Sunshine Laws.
  3. Oversee the coordination of special events and ceremonies, including elected official inaugurations, employee milestone luncheons and retirement functions.
  4. Participates in weekly Work Sessions, Board of Commissioner’s Meetings and all Public Meetings.    
  5. Manage the County's relationship with the comprehensive insurance vendor; ensures timely completion of
all documentation and provide of accurate information necessary for continual policy coverage.  
Commissioner’s Office Fiscal and Human Resource Management:
  1. Prepare bi-weekly payroll reports, employee attendance record forms and manage leave requests for administrative staff and County Administrator.
  2. Manage Commissioner's Office budget and departmental purchases (P-card) and prepare monthly cardholder activity reports.
  3. Approve purchase orders as prepared by administrative staff, receipt monthly payments for encumbered
purchase orders in PeopleSoft Financials; prepare vouchers for monthly invoices.
  1. Oversee processing of monthly interdepartmental receipts of vending machine checks.
 
OTHER SPECIFIC TASKS OR DUTIES
Create and distribute annual documents including public meeting schedules, evening community sessions with selected
municipalities, County holidays, Veterans' Day programs, inclement weather procedures, mandated state/federal
reports, etc.
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.
Other duties and responsibilities as assigned.
MINIMUM QUALIFICATIONS               
  • Bachelor’s degree in business, public administration, social work, psychology or a related field with five (5) years of relevant experience; or
  • Associate degree in business, public administration, or a related field with ten (10) years of relevant experience; or
  • Any combination of education and experience that demonstrates an ability to perform the essential functions of this position.
The ideal candidate is computer literate, possesses refined communication and interpersonal skills in every medium, can function independently in a fluid work environment, has a strong attention to detail, 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.
Familiarity with the Commonwealth of Pennsylvania's County Code.
Establish and maintain an effective relationship with the Board of Commissioners, County Administrator/Chief Clerk, County Departments, elected officials, public agencies, and the public.
Advanced understanding of County Human Services and familiarity with County government operations, as well as local, state, and federal government operations.
Elevated qualities of discretion and sound judgment. Must 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.
Must possess a valid Pennsylvania Driver’s License and ability to travel to meetings and other locations as needed.
REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES
¿¿¿¿¿¿¿Must pass pre-employment background checks to include PA Childline clearances, criminal history check, drug screening test, and driver records check as required by law or policy to perform the duties.
Posting Date:
Friday, November 18, 2022
Expiration Date:
Saturday, December 3, 2022