Detailed Listing of Clerk Duties
Management or Administrative Team with the County Manager and the County Attorney
The Clerk to the Board of County Commissioners is appointed and duly sworn into official public office. This position is a part of the Management or Administrative Team with the County Manager and the County Attorney. Work involves creating, coordinating, and maintaining a permanent record of Board actions including historical and current official records; researching, interpreting and analyzing various reports and activities; and assuring that legally required Board operational processes and procedures are followed. The Clerk to the Board is responsible for responding to requests from the general public, the news media and County employees for information and/or services.
Clerk to the Board of County Commissioners
Serves as Clerk to the Board of County Commissioners, including:
- Preparing agendas for Board meetings
- Gathering information for meeting agenda packets
- Notifying Commissioners, appropriate County staff, news media, and other interested parties of dates and times of Board meetings
- Attends Board meetings, hearings, workshops, etc., and composes a full and accurate account of all actions taken, which account is the only legal evidence of actions taken by the governing body
- May also prepare full and accurate minutes for other County boards and committees as required
- Indexes and prepares minutes as historical account for public inspection
- Prepares follow-up correspondence to notify departments and/or individuals of actions required by Board
- Informs news media and/or general public of Board actions in response to inquiries or as otherwise deemed appropriate
County Seal & the Retention of Official Records
The Clerk to the Board is officially responsible for the County seal and the retention of official records, in accordance with the North Carolina General Statutes, including:
- Ordinance books
- Records of County-appointed boards and committees
- Resolutions, etc.
The Clerk of the Board also prepares official copies of documents including ordinances, resolutions and meeting minutes as adopted by the Board and certifies legal documents on behalf of the County.
The Clerk is responsible for legal advertisements and must be familiar with the General Statutes that deal with advertisements in order to assure the validity of actions taken by the Board of Commissioners.
County Board & Commission Appointments
The Clerk must keep up to date information on all County Board and Commission appointments, bringing to the Board's attention the appointments that need to be made. If advertisements or interviews are required, the Clerk is responsible for these arrangements as well as the preparation of letters of appointment, reappointment and appreciation.
The Clerk answers inquiries, providing information based on considerable knowledge of County programs and activities; ensures public access to County records as required by state public records laws and receives and follows up on complaints pertaining to County services. The Clerk must be able to answer questions intelligently, and/or direct the public to information about the functions of all other levels of government-municipal, state and federal.
Schedules and coordinates meetings for Commissioners and other officials as necessary, ensuring availability of rooms, equipment, materials, refreshments, etc., as requested or otherwise deemed necessary. Handles scheduling and travel arrangements including hotel, airline and car rental reservations.
- Composes a variety of detailed reports, resolutions, proclamations, ordinances, contracts, legal notices, etc., in addition to the minutes, assuming responsibility for content and format; summarizes data in preparation of standardized reports.
- Performs research for County Commission and staff projects and prepares oral and/or written reports as requested.
- Performs other related work as required by the Board of Commissioners.
- The Clerk to the Board is a sworn official taking an oath of office, and may administer the oaths of office that are required of other elected and appointed county officials.