Job SummaryTITLE:
Deputy Clerk of the BoardSRN U13: $9,087 - $12,409 Monthly, Exempt
Bargaining Unit:
Non-Represented/At-Will/Confidential Department: Administration
REPORTING RELATIONSHIP: Reports to: Clerk of the Board
Supervises the following positions: Administrative staff
Promotional opportunity procedures will include the following: Review of minimum qualifications Review of personnel files, including but not limited to: attendance history, disciplinary history, and performance evaluations Testing/ Assessments: Oral Interview(s)
DEFINITION: Under general direction of the Clerk of the Board, provides administrative and program support to the office of the Clerk of the Board in the preparation of Board agendas, minutes, actions, ordinances, and resolutions; assists in maintaining official District records and monitoring of publication of official District notices, oversees the day-to-day activities, services, and operations of the Clerk of the Board’s function; provides varied and technical support to the Clerk of the Board and other District departments; researches and analyzes a wide variety of complex information regarding District policies, procedures, and ordinances; Notary Public duties; and serves in the absence of the Clerk of the Board.
Essential Functions ESSENTIAL FUNCTIONS :
Performs a diverse range of complex administrative and technical duties to ensure efficiency in office operations. Collaborates and coordinates with the Clerk of the Board to prepare, assemble, and distribute the Board of Directors meeting agendas.Coordinates Board meeting logistics and room set-up; attends all Board meetings as scheduled, including working extended hours and/or evenings. Corresponds with Elected Officials, District staff, and committee members regarding Fair Political Practice Commission filings and maintains records of same. Records and transcribes the minutes of Board meetings, and other related meetings as needed. Composes and publishes legal publications of mandated hearings and meetings to ensure compliance with legal guidelines. Assists in the development and implementation of goals, objectives, policies, procedures, and priorities for assigned programs. Provides support in the preparation and administration of the assigned department budget; monitors expenditures including reviewing and processing purchase requisitions and purchase orders; recommends modifications or adjustments as appropriate and maintains department supplies. Maintains codification of ordinances and maintenance of the District Code. Attends bid openings; proofreads and signs off on the Bid Registry; compiles and distributes Notices of Awards, and contracts to successful bidders. Supervises, assigns, and reviews the work of staff; provides or assists in coordinating staff training, and works with employees to correct deficiencies. Assists the Clerk of the Board with the election process, processing Conflict of Interest Forms, subpoenas, routing litigation reports, and processing/routing requests filed under the Freedom of Information or California Public Records Acts; coordinates the process for filing Statement of Economic Interest.Provides administrative support such as scheduling meetings, screening phone calls and handling general inquiries.Performs the duties of Notary Public for the District.Serve in the absence of the Clerk of the Board. Observes and complies with District and mandated safety rules, regulations, and protocols.Performs other duties as assigned.
See http://www.cvwd.org/175/Job-Descriptions for full job description.Minimum Qualifications MINIMUM QUALIFICATIONS :
Licenses and Certifications: Possession of a valid California Driver’s License, to be maintained throughout employment. Possession of a California notary public commission to be maintained throughout employment. Possession of a certification by the International Institute of Municipal Clerks (IIMC) as a Certified Municipal Clerk (CMC), to be maintained throughout employment.
Education: Bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, or a related field.
Experience: Three (3) years of progressively responsible administrative experience in a City Clerk or Clerk of the Board office, or a related field.
Certificates, Licenses, Registration and Other RequirementsKnowledge of: - Operations and services of the Clerk of the Board Office.
- Principles, practices, methods, and techniques of agenda preparation and documentation of District Board actions including resulting resolutions and ordinances.
- Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
- Principles and practices of leadership.
- Methods and techniques of notating and recording public meetings.
- Functions, authority, and responsibilities of an elected Board of Directors.
- District formatting and document preparation standards.
- The Brown Act.
- The Public Records Act.
- Fair Political Reform Act.
- Legal requirements of public meetings including the posting of Public Notices, Ordinances, and related documents.
- Operational characteristics, services, and activities of the Clerk of the Board’s office including a records management program.
- Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
- Principles and procedures of automated record keeping and information management systems.
- 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.
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Ability to: - Perform a diverse range of administrative tasks within the Clerk of the Board Office.
- Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, and other written materials.
- Maintain confidentiality and discretion in handling and processing confidential information and data.
- Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
- Research and summarize data and prepare accurate and written reports.
- Compile and maintain complex and extensive records.
- Answer customer questions and/or redirect them to the appropriate person or department.
- Respond to complaints or inquiries from citizens, staff, and outside organizations.
- Maintain accurate logs, records, and written records of work performed.
- Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
- 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.
The Coachella Valley Water District provides a comprehensive, balanced, and competitive benefits package ensuring employees have many options to meet their healthcare, wellness and/or retirement savings goals. Providing employees with flexibility and support for all the different stages of life. Employees may pay some portion of their benefit premium costs based on the provisions of their labor-negotiated Memorandums of Understanding (MOU's) and the level of coverage they select. Additional information regarding CVWD employee benefits is available at https://www.cvwd.org/176/Benefits .
Closing Date/Time: 6/30/2024 11:59 PM Pacific
