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Commissioners debate combining executive assistant and management assistant roles; discuss grant coordinator and juvenile funding options
Summary
The board discussed merging the executive assistant and management assistant job descriptions, the structure of department head evaluations, standing up a grant coordinator role and potential uses of opioid settlement funds to support juvenile services.
Commissioners discussed personnel roles and job descriptions, focusing on combining the executive assistant and management assistant duties into a single executive assistant position with additional responsibilities such as meeting notices, customer service, recordkeeping and occasional supervision of support staff.
One commissioner said the proposed combined description would restore duties historically assigned to an executive assistant and add posting of public meeting notices "in a timely manner and according to statute." Commissioners asked Heidi and staff to produce a redlined draft of the combined job description for review at the next meeting and to circulate it in advance.
Commissioners also discussed performance evaluations for department heads and whether other commissioners should provide input. The board agreed commissioners could provide written input for use by the administrator in evaluations; staff noted some evaluation details are confidential and that executive session may be required if evaluative discussions include private employee information.
On grants and staffing, commissioners reviewed plans for a grant coordinator to assist departments in identifying and managing grants and a separate contractor for a large transit grant (ODOT transit work). Commissioners asked staff to circulate the solicitation response and the source contract used to draft the transit contract so legal review can confirm independent‑contractor language and match the contract to the solicitation response.
On juvenile funding, commissioners discussed the department’s near‑term budget constraints and whether opioid settlement funds or other settlement categories could be used to cover juvenile transport or treatment‑related costs. Staff and commissioners agreed to have juvenile leadership prepare a proposal showing current juvenile budget lines and whether opioid settlement funds could be applied to free up operating dollars; one commissioner volunteered to work with juvenile staff on that review.
Ending: Staff will prepare a redlined combined job description for the executive assistant/management assistant, circulate solicitation/contract documents for the grant coordinator and transit contractor for legal review, and ask juvenile staff to develop a funding proposal that explores the use of opioid settlement dollars where allowable.
