POSITION SUMMARY:

Under general supervision, perform a variety of highly responsible, complex, and confidential administrative support on behalf of the Chief Executive Officer and Boards of Directors; serves as liaison with Board members, outside agencies, and the general public; may supervise administrative and/or clerical staff in support of related duties; and perform other related duties as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

Prepares Boards of Directors regular and committee meeting agendas and related documents in accordance with legal requirements; coordinates with various departments for supporting documentation; and publishes official notices as required.
Attends regular monthly and committee meetings of the Boards of Directors; records actions taken at meetings; processes documents approved at Board meetings including resolutions, agreements, and contracts; and prepares and distributes minutes of the meetings.
Oversees the development, timely production and distribution of the agendas for all meetings of the Boards of Directors and its committees; schedules meeting dates and arranges locations; posts meeting notices and prepares legal notices for publication; coordinates public hearings; arranges pledge of allegiance and invocation speakers.
Manages the process to provide timely and appropriate content for the meetings of the Boards of Directors and Committees; sets upcoming Boards and Committee meetings; accounts for status and follow-up for all actions, requests and directions of the Boards.
Attends all Board and Committee meetings; ensures accurate taking of minutes and recording of meetings.
Receives and responds to legal service and requests for records according to the California Public Records Act submitted to the agency; performs Custodian of Records duties involving release of public information; appears in court on behalf of the agencies as Custodian of Records as required.
Maintains records of Board of Directors’ meeting attendance and manages Board Members’ compensation and expense reimbursement, including travel reimbursement.
Serves as Filing Officer for the preparation of the Fair Political Practices Commission Statement of Economic Interests Form 700 for completion by Board of Directors, selected staff, legal counsel, and consultants, including explaining procedures.
May supervise administrative and/or clerical staff in support of related duties.
Performs other duties as assigned or required.

MINIMUM QUALIFICATIONS

Experience and Education Required:

A minimum of 3+ years of progressively responsible public or business administration experience. Administrative experience supporting a Board of Directors, City Council, or similar public agency environment is highly desirable.

A minimum of two years of college course work in public or business administration, public relations, communications or a closely related field. Bachelor’s degree in public or business administration, public relations or a closely related field is highly desirable.

Required Knowledge of:

Governmental policies, procedures and operations, including open meetings and public notice laws; business writing and proper grammar usage and style; the principles and practices of office management and procedures; knowledge of requirements under the CA Public Records Act including creation, retention, and access of official records, including meeting minutes, agendas, and transcripts; knowledge of the Ralph Brown Act and formal meeting procedures, such as Robert’s Rules of Order; personal computer systems including Microsoft Word, Outlook, PowerPoint, SharePoint, Zoom, MS Teams and other related web applications; basic supervisory techniques.

SKILLS AND ABILITIES:

Expertise in communicating effectively, orally and in writing, with a strong command of syntax and grammar to ensure clarity and precision; proficiency in writing and editing in AP Style is a plus;
Prepare comprehensive reports and correspondence.
Establish and maintain effective professional working relationships with others including sensitive relationships with executive staff, various levels of agency employees, representatives of other government agencies, and citizens’ groups.
Maintain highly confidential information; demonstrate high level of integrity; ability to effectively manage change including unplanned change in agenda, direction or plans.
Interact effectively with Board Members, their respective staffs, and other high-profile elected officials in person, via phone, virtual platforms including but not limited to email, text, etc.

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