Executive Assistant/Board Secretary

Under general supervision, the Executive Assistant/Board Secretary I/II provide complex and specialized administrative and office management support duties to the Board of Directors, General Manager, and the executive management team; perform difficult and complex office support work, prepare and perform a variety of sensitive and confidential support functions.

Essential Functions

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 the class.

• Plan, manage, and oversee the daily functions, operations, and activities of the Board of Directors, including the development of Board agenda packets, administration of filings, and records.
• Assess and work to maintain compliance with the Board Policies, Agency Procedures Manual, and the Records Management Program.
• Provide a wide range of general, technical, specialized, and professional support to the General Manager and the executive management team.
• Prepare and assist in the preparation of a variety of correspondence, agendas, policies, ordinances, procedures, plans, reports, surveys, summaries, special projects, work plan goals, presentations, and other work products.
• Schedule appointments and maintain the Board of Directors and General Manager’s calendars; coordinate meetings between the Board of Directors and internal staff and representatives of outside agencies and oversees meetings logistics.
• Attend Board of Director’s meetings, record official proceedings, prepare Board packets, public notifications, agendas, minutes, and other documents. Certify ordinances, resolutions, agreements, actions, and other official documents.
• Administer the public hearing process for the District Board meetings, including development of public hearing packets and public notices of hearings in accordance with the various government code requirements and legal deadlines.
• Coordinate travel arrangements, seminars, workshops, and conferences attended by the Board of Directors, General Manager, and the executive management team.
• Oversee the operations of the District-wide records management program, records preservation and destruction. Set and ensure legal compliance retention schedules for District records. Develop and update records retention policies and procedures.
• Ensure compliance with the Public Records Act, the Freedom of Information Act and the Brown Act. Monitor and maintain FPPC records, legal requests for records, and required Board of Directors California Ethics Training and staff training programs.
• Assist in the orientation of newly elected Board of Directors members.
• Update and prepare the biennial filing of the Conflict-of-Interest Code to ensure District compliance.
• Perform other duties as assigned.