Government Jobs
Clerk of the Board / Executive Assistant
Government Jobs, Petaluma, California, United States, 94952
Administrative Support Specialist
Under general direction, provides complex administrative support to the General Manager and Board of Directors; performs and administers the duties of the Clerk to the Board including planning, coordinating, and distributing Board of Directors meeting agendas; maintains Board actions, agendas, minutes, and reports; performs independent, responsible, confidential, and complex administrative, technical, and clerical work; and performs related work as required. Receives general direction from the General Manager. Provides lead and technical direction to administrative support staff. This advanced journey level classification is responsible for performing the most complex administrative support work at the District. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. Examples of typical job functions (illustrative only): Provides key administrative support to the General Manager and Board of Directors; performs independent, responsible, confidential, and complex administrative, technical, and clerical work, independent information gathering, information preparation, and other related work as required. Plans and prepares for Board of Director and Committee meetings; develops agenda and ensures all agenda packets and materials are distributed, posted, and staff is notified in accordance with applicable law; attends Board meetings, committee meetings and workshops; tracks meeting actions and takes accurate minutes. Coordinates activities regarding the maintenance of official records; produces accurate minutes and ensures actions related to Board activities are documented in accordance with regulation and policy; maintains master file of all meeting packets, committee reports, minutes, resolutions, ordinances, electronic/video recordings and other pertinent documents of all Board and Committee meetings. Serves as District representative for receipt of subpoenas, lawsuits, depositions, and claims; maintains a variety of logs; responds to Public Records Act requests, in coordination with legal counsel and other District departments, as necessary. Provides executive assistance to the General Manager; oversees General Manager's calendar and schedules and coordinates meetings, appointments, and travel; reviews a variety of correspondence; greets District visitors and answers questions directed at the General Manager. Schedules and coordinates meetings, appointments, retreats, workshops for Board of Directors. Maintains various files and rosters in compliance with applicable laws, regulations, and retention policies, including Board member terms, appointments; tracks and maintains trainings for Board of Directors and Committee members, including but not limited to AB1234 Ethics Training certifications. Acts as the District filing officer for the District's Conflict of Interest Form 700 and related requirement documents with the Fair Political Practices Commission (FPPC). Performs swearing-in (Oath of Office) for newly elected Board members and newly hired District staff. Composes routine memoranda, letters, contracts, and other documents; develops and employs proper formats for forms, charts, and reports; edits and reviews documents for grammatical and punctuation errors; routes documents for approval; prints and distributes final documents, including confidential, personal, and sensitive materials. Makes travel arrangements for Executive staff and Board of Directors/Committee Members including arranging flights, accommodations, and conference registrations; prepares itineraries, per diem and expense reimbursement reports as needed. Assists with, administers, or coordinates special projects, including assistance with bids and contracts; monitors projects to verify compliance with established standards, requirements, and budget limitations; coordinates contract executions with Procurement and the General Manager. Responds to a variety of requests for information and questions on District activities from the general public via telephone calls and e-mails and on-site visitors. Participates in the development and implementation of policies and procedures; ensures compliance with mandated requirements and regulations. Establishes and maintains contact and working relationships with all District departments, vendors, and other work-related entities for acquisition of necessary information, and/or for the implementation of cooperative programs and activities. Maintains and coordinates content related to Board of Directors and Committee materials on District website. Adheres to all required safety procedures and programs. Performs related duties as assigned. Qualifications: Knowledge of: Office administration principles and procedures. Organization and functions of local government agencies and special districts, including rules and regulations applicable to the noticing and conduct of public meetings. Functions, authority, responsibilities, and limitations of an elected Board of Directors. Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure. Applicable laws, codes, and regulations, including knowledge on the Ralph Brown Act, public records disclosure, and board elections. Methods and techniques of preparing technical and administrative reports and general business correspondence. Microsoft Office Suite and Adobe Acrobat as well as appropriate software to manage approvals, meetings, website content and complete travel logistics. District and mandated safety rules, regulations, and protocols. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and District staff. The structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar. Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. Ability to: Perform complex and advanced administrative, technical, and clerical work. Prepare clear, concise, and competent reports, correspondence, and other material. Maintain confidentiality and neutrality in the work setting. Protect information and handle confidential and sensitive documents appropriately. Take and compile accurate notes and minutes from oral discussion or meetings. Prepare clear and concise minutes, reports, correspondence, and other written materials from meeting notes and digital audio/video recordings. Answer questions accurately and tactfully. Understand complex District policies and procedures and convey these to staff and the public as needed. Maintain attention to detail while balancing multiple assignments. Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines. Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Education and experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education: Equivalent to completion of the twelfth (12th) grade, supplemented by college level coursework in Business Administration, or a related field. Experience: Five (5) years of increasingly responsible experience providing administrative support to management and executives staff, including one (1) year directly supporting an appointed body comprised of elected officials. Licenses and certifications: Possession of, and ability to maintain, California Class C driver's license. SMART is an equal opportunity employer.
Under general direction, provides complex administrative support to the General Manager and Board of Directors; performs and administers the duties of the Clerk to the Board including planning, coordinating, and distributing Board of Directors meeting agendas; maintains Board actions, agendas, minutes, and reports; performs independent, responsible, confidential, and complex administrative, technical, and clerical work; and performs related work as required. Receives general direction from the General Manager. Provides lead and technical direction to administrative support staff. This advanced journey level classification is responsible for performing the most complex administrative support work at the District. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. Examples of typical job functions (illustrative only): Provides key administrative support to the General Manager and Board of Directors; performs independent, responsible, confidential, and complex administrative, technical, and clerical work, independent information gathering, information preparation, and other related work as required. Plans and prepares for Board of Director and Committee meetings; develops agenda and ensures all agenda packets and materials are distributed, posted, and staff is notified in accordance with applicable law; attends Board meetings, committee meetings and workshops; tracks meeting actions and takes accurate minutes. Coordinates activities regarding the maintenance of official records; produces accurate minutes and ensures actions related to Board activities are documented in accordance with regulation and policy; maintains master file of all meeting packets, committee reports, minutes, resolutions, ordinances, electronic/video recordings and other pertinent documents of all Board and Committee meetings. Serves as District representative for receipt of subpoenas, lawsuits, depositions, and claims; maintains a variety of logs; responds to Public Records Act requests, in coordination with legal counsel and other District departments, as necessary. Provides executive assistance to the General Manager; oversees General Manager's calendar and schedules and coordinates meetings, appointments, and travel; reviews a variety of correspondence; greets District visitors and answers questions directed at the General Manager. Schedules and coordinates meetings, appointments, retreats, workshops for Board of Directors. Maintains various files and rosters in compliance with applicable laws, regulations, and retention policies, including Board member terms, appointments; tracks and maintains trainings for Board of Directors and Committee members, including but not limited to AB1234 Ethics Training certifications. Acts as the District filing officer for the District's Conflict of Interest Form 700 and related requirement documents with the Fair Political Practices Commission (FPPC). Performs swearing-in (Oath of Office) for newly elected Board members and newly hired District staff. Composes routine memoranda, letters, contracts, and other documents; develops and employs proper formats for forms, charts, and reports; edits and reviews documents for grammatical and punctuation errors; routes documents for approval; prints and distributes final documents, including confidential, personal, and sensitive materials. Makes travel arrangements for Executive staff and Board of Directors/Committee Members including arranging flights, accommodations, and conference registrations; prepares itineraries, per diem and expense reimbursement reports as needed. Assists with, administers, or coordinates special projects, including assistance with bids and contracts; monitors projects to verify compliance with established standards, requirements, and budget limitations; coordinates contract executions with Procurement and the General Manager. Responds to a variety of requests for information and questions on District activities from the general public via telephone calls and e-mails and on-site visitors. Participates in the development and implementation of policies and procedures; ensures compliance with mandated requirements and regulations. Establishes and maintains contact and working relationships with all District departments, vendors, and other work-related entities for acquisition of necessary information, and/or for the implementation of cooperative programs and activities. Maintains and coordinates content related to Board of Directors and Committee materials on District website. Adheres to all required safety procedures and programs. Performs related duties as assigned. Qualifications: Knowledge of: Office administration principles and procedures. Organization and functions of local government agencies and special districts, including rules and regulations applicable to the noticing and conduct of public meetings. Functions, authority, responsibilities, and limitations of an elected Board of Directors. Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure. Applicable laws, codes, and regulations, including knowledge on the Ralph Brown Act, public records disclosure, and board elections. Methods and techniques of preparing technical and administrative reports and general business correspondence. Microsoft Office Suite and Adobe Acrobat as well as appropriate software to manage approvals, meetings, website content and complete travel logistics. District and mandated safety rules, regulations, and protocols. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and District staff. The structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar. Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. Ability to: Perform complex and advanced administrative, technical, and clerical work. Prepare clear, concise, and competent reports, correspondence, and other material. Maintain confidentiality and neutrality in the work setting. Protect information and handle confidential and sensitive documents appropriately. Take and compile accurate notes and minutes from oral discussion or meetings. Prepare clear and concise minutes, reports, correspondence, and other written materials from meeting notes and digital audio/video recordings. Answer questions accurately and tactfully. Understand complex District policies and procedures and convey these to staff and the public as needed. Maintain attention to detail while balancing multiple assignments. Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines. Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Education and experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education: Equivalent to completion of the twelfth (12th) grade, supplemented by college level coursework in Business Administration, or a related field. Experience: Five (5) years of increasingly responsible experience providing administrative support to management and executives staff, including one (1) year directly supporting an appointed body comprised of elected officials. Licenses and certifications: Possession of, and ability to maintain, California Class C driver's license. SMART is an equal opportunity employer.