Executive Assistant (Clerk of the Board)

SUMMARY Working under the supervision of the General Manager, the position provides high-level, confidential administrative support to the Board of Directors, General Manager, and Department Heads. This position also provides administrative support to Groundwater Sustainability Agencies (as per contractual agreements between agencies and the District), Joint Power Authorities, Standing committees, and other organizations as assigned. ESSENTIAL DUTIES AND RESPONSIBILITIES Prepares the development and preparation of agendas, board packets, minutes, public notices and publications, contracts, ordinances, and resolutions for District’s Board, Committee, GSA, JPA and other organizations, as appropriate. Coordinates meetings and the accurate recording and validation of proceedings of the Board of Directors, which involves planning for facilities, catering, and ensuring Board Members’ availability. Directs and administers the records management program for the Board of Directors actions, including agendas, minutes, ordinances, resolutions, and agreements, and maintain the official records of the District’s Board, committees, GSAs and other related meetings and actions as well as related files and documents as needed. Receives and certifies official records including ordinances and resolutions pertaining to District business that may be used in court. Maintains security of District seal, signature stamps and official records. Manages and initiates administrative programs and performs functions mandated by law and California statutes including the Ralph M. Brown Act, Public Records Act, Political Reform Act, and Government and District Codes. Administers District’s Board meetings and various committee meetings and prepares official minutes of such meetings. Proactively makes necessary travel arrangements and reservations for annual conferences, legislative meetings and related needs for the Board of Directors and General Manager. Distributes Statements of Economic Interest (as required under the Political Reform Act) and Conflict of Interest Statements (Form 700) to all Board members and appropriate staff; and monitors filing of Statements of Economic Interest and Conflict of Interest Statements as well as maintains and updates Board’s Conflict of Interest Codes. Coordinates biannual ethics and sexual harassment prevention training for Board members and Executive Management and maintains certifications for all members. In conjunction with County of Ventura, administers all elections processes for the United Water Conservation District Board of Directors, prepares candidate guidelines and legal publications, and responds to election inquiries, election results, and communications as well as candidate inquiries in accordance with state and local election laws. Maintain appointment calendar for the General Manager. Performs a variety of special assignments concurrent with composing, typing, and editing a variety of documents, including detailed and often confidential correspondence, forms, memos, reports, invitations, presentations, and specialized documents for the General Manager, Board of Directors and other management staff from rough draft, recordings handwritten copy, verbal instructions, or from other material. Coordinates with outreach, administrative assistants, and other consultants on activities and assignments for the General Manager and Board, as appropriate. Proofread materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling. Research, collect, and compile information from various sources for a variety of administrative areas; assist with interpreting and analyzing data in preparing technical records, reports, and summaries. Receive and screen visitors, telephone calls, emails, and regular mail. Provide information to the administrative assistants and the public to ensure an understanding of departmental and District policies and procedures; listen to questions and explain procedures according to existing guidelines; refer visitors/callers to the appropriate department source: identify, and/or resolve complaints from the public and resolve other problems when appropriate. Oversees administrative record keeping for District wide and Executive Office operations including records, retention schedules, archives, and historical documentation protection and preservation; coordinates records analysis, inventory, retention, and destruction. Administration of Public Records Request functions providing timely and thorough access to public records. Coordinates with District departments for tours of District facilities. Aids in the development and completion of special projects as assigned. Perform related duties as assigned. EMPLOYMENT STANDARDS The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Knowledge of: Policies, procedures, and operations of the District and the functions of the Board of Directors and Executive support. Operations, services, and activities of a comprehensive administrative department. Principles and practices of public administration and office management. Principles and practices of automated and manual records management, legal requirements, retrieval, and storage. Pertinent federal, state, and local laws, codes, and regulations including the Ralph M. Brown Act, Elections Code, Government Code, Public Records Act, Conflict of Interest Code, the Political Reform Act, Assembly Bill 1825 Sexual Harassment Training.. Meeting protocol and procedure, and principles and practices used in the accurate reporting of actions taken by a legislative body. Modern office procedures, methods, and equipment including computers and supporting software applications, including Adobe Acrobat and Microsoft Office’s Outlook, Word, PowerPoint, and Excel. Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Strong organizational skills. Ability to: Exercise sound, expert independent judgment within general policy guidelines. Identify and respond to sensitive citizen and organizational issues, concerns and needs. Work on multiple, concurrent projects with strict deadlines and with frequent interruptions. Perform a variety of concurrent, highly detailed office support and program support assignments with minimal supervision, constant interruptions, and intensive deadlines. Communicate effectively, both verbally and in writing, with the public and employees of the District. Follow oral and written directions. Prepare and organize a variety of information.

EDUCATION AND EXPERIENCE

, Any combination of education and experience which would likely provide the necessary knowledge and abilities is qualifying, including a High school diploma or GED and a minimum of five years of increasingly responsible work experience performing a variety of office support work as an executive assistant reporting to senior management, preferably with a water agency, utility, or similar public service agency. An Associates and/or Bachelor’s Degree in a related field is preferred. In addition, experience performing Clerk of the Board/Board Secretary duties is highly desirable. Specific education relevant to the role can be substituted for two years of experience. CERTIFICATIONS AND LICENSES

: Possession of a valid California Class C Driver’s License is required upon hire. Certification as a California Notary Public is highly desirable. PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Mobility: Job tasks are varied and require standing, walking, sitting, climbing, bending, stooping, kneeling, and crouching. Lifting: occasional lifting up to 20 pounds. Vision: constant use of overall vision, including near vision, distance vision, color vision and ability to adjust focus. Dexterity: occasional grasping, fine manipulation, reaching, pushing, and pulling; occasional use of touch to distinguish or identify objects. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent contact with coworkers and others; depending on assignment, may also frequently work alone. The employee is also expected to respond in emergency situations. Environmental: exposure to moderate noise levels

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