District Clerk

 ***DISCLAIMER: The District reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.

DEFINITION: Under general direction, plans, organizes, and oversees the activities, services, and operations of the District Clerk function, including preparation of Board agendas, minutes, actions, ordinances, and resolutions, maintaining official District documents and records, and conducting District elections; provides highly responsible and complex administrative support to the General Manager and the Board of Directors; coordinates assigned activities with those of other District departments; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED: Receives general direction from the General Manager. Exercises direct supervision over administrative support staff.

CLASS CHARACTERISTICS: This is a single-position classification that is responsible for the administration and daily operations of the District Clerk function which includes performing a variety of administrative duties, including development of Board agenda packets, administration of filings, records management, and conducting District elections. Successful performance of the work requires knowledge of public policy, special district, and activities, including the role of an elected Board of Directors, and the ability to develop, oversee, and implement projects and programs in assigned areas. Responsibilities include coordinating the activities with other departments and outside agencies and overseeing complex and varied functions. The incumbent is accountable for accomplishing planning and operational goals and objectives and for furthering the District’s vision, mission, and values within general policy guidelines.

EXAMPLES OF TYPICAL JOB FUNCTIONS (ILLUSTRATIVE ONLY)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assumes responsibility for all programs, services, and activities of the District Clerk function, including Board and executive support, records management, and special projects.
• Provides highly responsible, complex administrative support to the General Manager and Board of Directors; represents the General Manager’s office at meetings; acts as a liaison between the General Manager, staff, and the public; coordinates and maintains calendars, schedules meetings and appointments for the General Manager and the Board of Directors; makes travel arrangements and processes travel reimbursements and forms as required.
• Attends all regular, special, and standing Board of Director meetings; attends a variety of interdisciplinary committee meetings; records all official proceedings; prepares public notifications, agendas, minutes, and other documents; certifies ordinances, resolutions, agreements, and other official documents; publishes, files, and indexes all proceedings of the Board of Directors.
• Directs, develops, and administers the Districtwide records management program for official District records and archives in accordance with all legal requirements and records management policies and procedures adopted by the Board of Directors; oversees administrative record keeping for the District including retention schedules, archives, historical documentation protection and preservation, and destruction. Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are always open to inspection during office hours and that every person’s right to inspect any public record of the District is upheld.
• Conducts District elections and special elections; ensures conformance with the California Elections Code, Political Reform Act, and other government codes; prepares candidates’ notebooks and provides necessary information to candidates, committees, and the public.
• Participates in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends and administers policies and procedures; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; identifies opportunities for improvement and directs the implementation of change.
• Provides technical and functional supervision to assigned staff; reviews and controls quality of work; provides timely and ongoing feedback to assigned staff; writes employee evaluations.
• Functions as liaison with other District staff, the general public, and outside agencies and organizations; monitors, analyzes, and interprets information regarding operating policies and procedures.
• Ensures the execution of confidential and complex administrative, technical, and programmatic duties; performs a variety of duties in supporting and/or managing special projects; resolves problems having a significant impact on the overall operations of assigned programs.
• Performs professional-level duties in conducting a variety of studies and research; collects, compiles, and reviews information from various sources on specialized topics related to program administration or programs administered by management staff; develops summary reports that present data, identifies alternatives, and makes and justifies recommendations; assists in implementation of recommendations and evaluates the implementation of changes.
• Provides staff support in the preparation, review, and implementation of various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; monitors federal, state, and local legislative activities on matters that may impact District processes and/or its business plan; may provide related recommendations to the supervisor, as needed.
• Prepares a variety of correspondence, agendas, reports, procedures, ordinances, and other written materials.
• Assists with the budget process; aids in budget development by collecting and analyzing the department’s financial data; creates data tracking and reporting systems for monthly monitoring.
• Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of District policies and procedures; refers visitors or callers to the appropriate department.
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Knowledge of:

• Principles and practices of confidential and complex administrative, technical, and programmatic duties related to Board of Directors meetings and activities; preparation and distribution of minutes of meetings; processing and recording of actions and documents approved by the Board.
• Principles and practices of special district board functions, including agenda preparation, minute-taking and preparation, and associated posting requirements related to public meetings.
• Functions, authority, and responsibilities of an elected Board.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Methods and techniques of data collection, research, and preparing reports.
• Methods and techniques of statistical and financial analysis.
• Methods, techniques, and principles used in the preservation and maintenance of various materials.
• Principles of business letter writing.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• 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:

• Organize, implement, and direct District functions and activities.
• Develop and implement goals, objectives, practices, policies, procedures, and work standards.
• Provide information and organize material in compliance with laws, regulations, policies, and procedures.
• Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
• Prepare complete and concise agenda packages for the Board of Directors and the general public.
• Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials.
• Develop, implement, and administer the District’s records management program and functions.
• Perform work of a specialized nature requiring the ability to use independent judgment and personal initiative.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Apply critical thinking and analysis to a broad range of situations and in making independent decisions.
• Maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Respond tactfully, clearly, and appropriately to requests and inquiries from the public.
• Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, rules, and regulations.
• Prepare clear and concise analytical, administrative, and financial reports, correspondence, policies, procedures, and other written materials.
• Effectively represent the District in meetings with community groups, various business, professional, and regulatory organizations, and in meetings with individuals.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications relevant to work performed, 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.