Boards & Commissions Coordinator

Position Overview

The ideal candidate will act professionally, strategically, and independently while serving as a coordinator in the Boards & Commissions Office, which manages over 500 appointments on more than 80 public boards and commissions. This role provides executive support with minimal supervision, requiring considerable attention to detail, strong organizational skills, and the ability to manage multiple responsibilities simultaneously while meeting deadlines.

Duties and Responsibilities

• Maintains and updates the Boards & Commissions Office's Granicus database, ensuring data accuracy, and prepares monthly reports and other analytical materials using Excel, including pivot tables and reporting tools.
• Affords executive support by processing appointments, maintaining records, responding to inquiries, and assisting with candidate recommendation and selection processes.
• Serves as a key liaison between the Boards & Commissions Office, Court offices, board members, and external stakeholders, ensuring accurate, timely, and consistent communication.
• Exercises a high degree of professionalism, discretion, and confidentiality when handling sensitive information, board matters, and executive-level communications.
• Organizes, maintains, and archives electronic and physical records, meeting materials, annual reports, and related documentation in compliance with records retention policies.
• Provides administrative support through the preparation, editing, distribution, and management of correspondence, reports, presentations, and other business documents.
• Identifies process improvements, communication gaps, and administrative efficiencies, implementing tools and systems that enhance coordination and organizational effectiveness.
• Captures, coordinates meetings, events, outreach activities, travel arrangements, supports front desk operations, and other special projects as assigned.

Requirements

• High School Diploma or G.E.D. equivalent from an accredited educational institution.
• Five (5) to eight (8) years of experiences as an analyst or executive assistant supporting senior level managers/executives minimum.

Knowledge, Skills, and Abilities

• Strong computer skills, including proficiency with Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) and considerable experience in producing spreadsheets and pivot tables or other data visualization tools.
• Knowledge of Granicus content management system.
• Able to exercise a high degree of confidentiality.
• Able to manage multiple projects effectively and professionally.
• Strong organizational and project management skills.
• Excellent communication skills (both written and oral).
• Able to effectively interact with staff in other departments (at all levels) in a fast-paced environment is important.
• Able to provide internal and external customers with a courteous and professional experience.

Preferences

• Bachelor's Degree or equivalent combination of education and/or experience, preferred but not required.

General Information

• Position Type and Typical Hours of Work: Regular Full-time Monday – Friday | 8:00 A.M. to 5:00 P.M. Hours may vary based on the business needs of the departments and some weekend or evening work may be required.
• Salary: Depends on Qualifications Based on 26 Pay Periods Plus, benefits.
• Work Environment and Physical Demands: This job operates in a work station in a professional office environment as well as community centers, meeting halls, other public offices, etc. This role uses standard office equipment such as computers, phones, printers and copiers. This role is a standard office role which requires remaining stationary for long periods of time.
• Reporting Relationships: Reports To Position: Boards & Commissions Director Supervises Positions: Intern.

General Information

• Employment may be contingent on passing a drug screen and meeting other standards.
• Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.