Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in the following areas: Clerk to the Board/Assistant Secretary to the Board of Directors; Calendar, Meeting, and Reception Management and Support; Document and Correspondence Preparation; Department Administration; Payroll Support; Supervisory/Administrative; Document Coordination; and Information Tracking, Recording, and Reporting. This is the advanced journey, highly specialized and/or lead level within this series, responsible for the most complex assignments. Work mainly involves the review of information, including summarization, analysis, interpretation, and re-presentation in a different format.

Supervision

Supervision Received: This class works from general supervision of the Chief of Staff.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel; however, this supervisory responsibility is not the primary purpose of the class.

Distinguishing Characteristics

N/A

Essential Functions

A. Clerk to the Board/Assistant Secretary to the Board of Directors
Duties may include:
Attend all Board meetings and maintain the record for all such proceedings. Follow applicable laws; post and prepare notices and distribute regular and special Board meeting agendas. Write and verify Board-adopted resolutions and minutes for all Board meetings. Number, sign, and maintain official records of Board actions, including resolutions, ordinances, agenda packets, deeds, easements, and delegations of authority. Answer inquiries from the public verbally and in writing. Research and gather documents for Public Record Requests. Serve as custodian of the District corporate seal. Responsible for Conflict of Interest Statements for Board members and District employees, including notification of deadlines and requirements for filing. Occasionally, prepare Board issue papers for staff review; ensure proper editing and finalization. Duplicate and distribute Board agendas or delegate as appropriate, as required by the Brown Act. Other duties as assigned.

B. Calendar, Meeting, and Reception Management and Support
Duties may include:
Receive and screen phone calls and visitors. Check availability of schedules for District staff, Board members, and outside entities, and schedule meetings. Reserve facilities for meetings. Set up meeting room with equipment and documents. Prepare and distribute miscellaneous agendas and attachments. Assist in handling phone inquiries, answering questions, and providing information for members of the public and District employees. Other duties as assigned.

C. Document and Correspondence Preparation
Duties may include:
Provides responsible, and confidential administrative assistance to the Chief of Staff, General Manager and Board of Directors. Read, proof, forward, file, and copy documents and letters from the General Manager’s office. Research and assist with the preparation of the division budget. Track, enter data, and reconcile P-Card charges. Occasionally, write issue papers and resolutions for submission to agenda packages for Board meetings. Prepare monthly briefings and reports. Other duties as assigned.

D. Department Administration
Duties may include:
Assist in the research and preparation of the General Manager’s division budget. Assign account numbers to bills manually and enter them into the SAP system for payment after verifying signed contracts have been filed in corporate records. Enter, review, and approve purchase requisitions for the General Manager’s division. Research, log, and verify disposition of budget for ordering and paying bills. Track balances of contracts for the General Manager’s division. Log, copy, and file documents entered into system, such as purchase requisitions and purchase orders. Track data and information related to the General Manager Log and future Board calendar. Review, validate, and process invoices/billings. Research billings for proper purchase order number, cost center, and GL or WBS number. Enter billing information into software for payment and troubleshoot errors. Interpret internal operations and department policy or procedure. Explain programs and procedures to staff. Implement new policies, procedures, or methods. Research issues, public records, and District practices relating to new or proposed policies or procedures. Maintain administrative guidelines, manuals, and materials related to policies. Other duties as assigned.

E. Payroll Support
Duties may include:
Prepare, collect, enter, and assemble timesheets from the General Manager and General Manager staff employees, Board of Directors and contractors’. Resolve timesheet errors; prepare timesheet edit report and review report for accuracy. Verify accrual of employees’ vacation, sick leave, and floating holiday accruals. Other duties as assigned.

F. Supervisory/Administrative
Duties may include:
Plan, organize, schedule, and monitor work of staff. Provide for training and professional development of assigned staff. Follow-up and provide feedback on assignments given to staff. Evaluate staff performance. Make personnel actions, including recommendations of hiring, salary increases, and disciplinary action. Other duties as assigned.

G. Document Coordination
Duties may include:
Assist in developing a standard operating procedure for the creation and implementation of a corporate document control unit. Implement a program to accept, scan, and return and distribute documents. Other duties as assigned.

H. Information Tracking, Recording, and Reporting
Duties may include:
Compile and update revisions to departmental calendars, Board action, and weekly calendars. Receive, open, and distribute mail. Monitor department expenditures. Keep status reports on department projects and programs. Track and report on special information. Prepare special reports, gathering and summarizing information as required. Establish unit records management requirements, systems, and policies. Assist in budget preparation and reporting. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Record keeping, filing, and document storage and retrieval methods.


• The Brown Act, Public Records Request Act, and conflict of interest codes.


• Practical application of computers and peripheral equipment.


• Parliamentary procedure as it relates to public agency Board meetings.


• Basic statistical analysis.


• Methods and techniques of conducting studies of administrative practices.


• Basic organization and function of public agencies, including the role of a Board of Directors.


• English usage, grammar, punctuation, and spelling.


• Supervisory principles and practices.

• Learn SAP system for research, verification, and release of purchase requisitions.


• Payroll processing and reporting.


• Retrieving of accrual formation.


• Reviewing division budget, bill processing, entering purchase requisitions.


• Word process at least 60 wpm.


• Supervise and schedule the work of assigned staff.


• Prioritize work and deal with conflicting workload requirements.


• Schedule regular and special Board meetings.


• Enforce deadlines for issue paper submissions.


• Organize and gather all information to prepare and distribute Board agenda with mandated time frames.


• Locate and retrieve documents.


• Attend Board meetings and ensure meeting minutes and actions to be taken are documented.


• Interpret and implement administrative internal policies.


• Staff work while employees are on vacation or sick.


• Learn the interaction and relationship between all levels of staff.


• Learn issue paper templates and proper format for submission of the documents.


• Learn deadlines for submission of issue papers and formats for issue papers, memoranda, and forms.


• Learn the District’s administrative code, desk manual, standard operating procedures, and personnel rules and procedures.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• ERMS software concepts.


• Email, contact management.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Five years of increasingly responsible administrative secretarial experience, providing office and administrative support to management or executive staff, including one year of supervisory experience.

Required Prior Education:
A high school diploma or equivalent.