SOUTH COAST AQMD AND JOB OVERVIEW ABOUT SOUTH COAST AQMD South Coast Air Quality Management District (South Coast AQMD) is one of the largest and most technologically sophisticated environmental regulatory agencies in the Nation. We serve a four-county region that includes large areas of Los Angeles, Orange County, Riverside and San Bernardino counties, including the Coachella Valley, which is home to more than 17 million people. South Coast AQMD's headquarters is located in Diamond Bar, 30 miles east of downtown Los Angeles, at the junction of the 57 and 60 freeways. With a highly diverse "Clean Air Team" of over 850 employees, an annual budget of $211.4 million, and a state-of-the art air quality laboratory, our mission is to ensure clean air and a healthy environment. South Coast AQMD is an organization you can be proud to work for -- we make a difference in the quality of life in Southern California!
ABOUT THIS POSITION South Coast AQMD is seeking a qualified candidate for our Deputy Board Clerk II position in the Executive Office division. From this recruitment process, we expect to establish an eligible list from which current and future vacancies may be filled, during the life of the list.
Reporting to the Senior Deputy Board Clerk, the Deputy Board Clerk II is responsible for performing routine to complex support for the Governing Board and Hearing Board. Some of the major responsibilities include:
- Attending Hearing Board proceedings and takes minutes or notes of pertinent testimony to prepare Minute Orders and Findings and Decisions containing a summary of the facts presented
- Preparing Hearing Board agendas, and legally required public notices for hearings
- Explaining and assist petitioners with the Hearing Board petition filing processes, procedures, and policies
- Accepting petitions for variances and appeals, and Hearing Board fees
- Processing requests for hearings, schedules hearings and maintains Hearing Board calendar
- Assisting Hearing Board members by managing the logistical functioning and flow of Hearing Board proceedings and meetings
- Performing staff support functions to Governing Board and Hearing Board members
- Communicating South Coast AQMD and Board policies, guidelines, procedures, and legal requirements to staff and the general public
This is the fully qualified journey-level classification in the Deputy Board Clerk series. Positions at this level perform the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Deputy Board Clerk in that the latter is the full supervisory level in the series, provides supervision to lower-level support staff, and performs more complex, specialized, and responsible work.
EXAMPLE OF DUTIESThe general Example of Duties for this classification are highlighted below, for full description of duties please refer to the job description linked here .
- Attends Hearing Board proceedings in order to:
- prepare minute orders for each hearing that includes a list of exhibits marked and/or admitted into evidence, as well as the names and identifying information for each hearing participant, including attorneys, witnesses and members of the public; take accurate notes as the Board deliberates and modifies proposed conditions, including all motions, and the votes of each Hearing Board member on each motion;
- take accurate notes of testimony and Hearing Board deliberations, reviewing the evidence on which the Board relied to prepare draft Findings and Decisions; proofreads copy for completeness, accuracy and compliance with rules, policies, and regulations; and
- prepare draft Findings and Decision for Hearing Board review, approval and signature, within strict time constraints.
Records, reviews, and processes a variety of Hearing Board documents such as variance petitions, minute orders, Order for Abatement petitions, proposed orders, Findings and Decision and official notification for hearings/public meetings and motions.
Assists the Hearing Board Chair or designee with prehearing teleconferences; arranges computer-based conference call system; takes notes during the teleconference; and, at the Chair’s discretion, prepares the Prehearing Order following conclusion of the teleconference.
Schedules hearings; prepares daily hearing agendas and maintains the hearing calendar; assembles documents for hearings, such as variance reports for agenda packages; and distributes to Board members and appropriate parties; prepares public notices as required by law; notifies all parties of cancelled hearing dates; and posts case information on the South Coast AQMD website.
Edits verbatim transcripts of Governing Board meetings for use by the Senior Deputy Board Clerk.
Answers telephone, routes incoming calls, and addresses walk-in inquiries from petitioners, attorneys, and other agencies to provide routine information on South Coast AQMD regulations and Governing Board meetings and Hearing Board petition procedures; provides staff and others with information on Hearing Board documents; refers inquiries as needed to appropriate staff; screens and distributes incoming correspondence.
Acts for the Senior Deputy Clerk as directed.
Works in collaboration with Hearing Board members to prepare for hearings and finished copies of documents related to proceedings for Board members’ signatures.
Prepares Minute Orders or Expanded Minute Orders, after each hearing that accurately reflects the proceedings for review, approval, and signature by Hearing Board members.
Works closely with the Hearing Board Chair to coordinate and prepare for hearings and ex parte petitions.
Serves as liaison between the parties and Hearing Board members to communicate and transmit information.
Uses audio recording or computer-aided transcription software to prepare or edit written transcripts of Governing Board meetings.
Assists Senior Deputy Board Clerk with posting Governing Board meeting agendas and filing Governing Board public notices in newspapers.
Receives Hearing Board petitions and appeals by mail, hand delivery, or email; reviews to ensure compliance with applicable Hearing Board rules and procedures and Governing Board rules and requests required documentation, if needed.
Responds to inquiries on case-related issues and provide assistance with filling out forms and Hearing Board procedures; creates legal notices and publishes and/or posts notices as required; processes abatement orders filed by South Coast AQMD District Counsel.
Receives payment for Hearing Board petition and excess emission fees and prepares receipt logs.
Prepares and maintains case files to ensure completeness and accuracy; and scan and archive documents following electronic documents management procedures.
Participates in special projects by compiling, preparing, and assembling data into required format and distributing to appropriate parties.
Assists in preparing for off-site hearings; serves as liaison with staff, attorneys for the parties, and members of the general public; travels to off-site hearing location; sets up hearing room; prepares documents for Hearing Board members; assists the public with public comment cards and answers procedural questions.
Assists in preparing for Governing Board meetings and annual retreat and may be required to attend to provide staff support.
Retrieves and compiles documents for Governing Board and Hearing Board Public Records Act and administrative record requests.
May be required to track Governing Board agenda items in agenda management system.
Performs related duties as assigned.
MINIMUM AND DESIRABLE QUALIFICATIONS DESIRABLE QUALIFICATIONS In addition to the Minimum Qualifications , which follow, the most competitively qualified candidates will possess:
- Experience working in a government agency
- Knowledge of or ability to prepare clear, accurate, and concise written materials, including summary minutes, and actions of quasi-judicial proceedings or public meetings
- Listening skills to ascertain and note important points in quasi-judicial proceedings or public meetings
MINIMUM QUALIFICATIONS SKILL: Sufficient skills to type 45 net words per minute. (The typing certificate
must be attached to the application. Please click
here to review typing certificate requirements.)
AND High School Diploma or equivalent and three (3) years of progressively responsible clerical experience, which should include two (2) years of responsible administrative clerical experience preparing legal documents and reports and/or taking and transcribing minutes.
LICENSES AND CERTIFICATIONS Possession of, or the ability to obtain, an appropriate, valid California driver’s license upon appointment.
KNOWLEDGE OF Procedures to record and prepare minutes and procedural outcomes of hearings and meetings; Hearing procedures and legal terminology to process, format, and type legal documents; standard procedures and rules for the conduct of hearings and meetings; indexing and filing rules and systems, including records management practices; South Coast AQMD organization and operating policies and procedures; legal requirements for filing, publishing, and processing of various Board actions; basic functions and role of an appointed Board; policies and procedures related to the Clerk of the Boards Office; basic business mathematics; cash handling procedures; data processing systems and terminology; applicable federal, state, and local laws, codes, and ordinances relevant to the area(s) of responsibility; principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly; techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and South Coast AQMD 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; computers and software programs/applications (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.
ABILITY TO Record Board proceedings by hand or electronically; summarize actions accurately and expeditiously; prepare, format, write, and type Minute Orders and Findings and Decisions; utilize critical thinking skills and knowledge of the South Coast AQMD rules and state law to independently write the Findings and Decision for Hearing Board review, approval and signature, reviewing the evidence on which the Board relied and providing the reasoning the Board used in its public deliberations to reach its conclusion on each of the six legally required findings; read and comprehend a variety of technical reports, correspondence, and documents; explain South Coast AQMD rules and regulations and Hearing Board procedures; understand and apply rules and procedures to screen petitions for variances and develop and maintain the Hearing Board calendar; maintain accurate and complex case files and records; compose correspondence and routine reports; enter and retrieve data and information stored in a computerized record system with sufficient speed and accuracy to perform assigned work; compile, check and verify data and information for accuracy and completeness; compile and summarize data/information and maintain records; understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed; effectively represent South Coast AQMD in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals; independently organize work, set priorities, meet critical deadlines, and follow-up on assignments; effectively use computer systems, software applications, 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; use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines; establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Must be willing to attend meetings outside of normal working hours and at locations other than South Coast AQMD offices.
OTHER IMPORTANT INFORMATION APPLICATION PACKETS MUST INCLUDE A typing certificate. The typing certificate
must be attached to the application. Please click
here to review typing certificate requirements. A completed employment application covering at least the past 10 years of employment history (or longer if you have other relevant experience), and your entire South Coast AQMD employment history if you are a South Coast AQMD employee. Up to four references which include the names and phone numbers of your present and past supervisors or managers, and/or college professors or persons for whom you have directly provided services,
not peers . Responses to the Supplemental Questionnaire (SQ). The SQ is a form of written test, and will be evaluated as such. Your responses should be well written, clear, concise, and directly responsive to the question. An unofficial copy of your transcripts (or equivalency evaluation if your education was obtained outside the U.S.), documenting all qualifying education claimed, submitted as an attachment to your online application* .
*You
MUST submit acceptable documentation for all education claimed on your application. Acceptable documentation consists of an unofficial copy of your transcripts/equivalency evaluation attached to your application .
At a later date, candidates under final consideration will be required to arrange for original, official transcripts (or equivalency evaluation, if applicable) to be mailed directly from their college/university to South Coast AQMD, documenting all education claimed on their application.
Job applications must be completely filled out. A resume cannot be substituted for the required information. Be sure to detail any education, training or other relevant coursework that would make you a particularly strong candidate.
THE SELECTION PROCESS Application packages, including responses to the Supplemental Questionnaire, will first be screened, and the most competitively qualified candidates will be invited to the next step of the process, which may include a writing exercise, oral assessment and/or panel interview (weighted at 100%).
Following the exam and/or interviews, a ranked eligible list is expected to be created, from which current and future vacancies may be filled, during the 6-12 month life of the list. Only those who demonstrate at each successive step of the selection process that they are among the most competitively qualified will be advanced to the next step. (Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.)
Important note for potential candidates who do not have the continued and unrestricted right to work full time in the United States: If you currently, or will in the future, require sponsorship (i.e., H1-B Visa) in order to maintain your right to work in the United States, please be aware that decisions regarding sponsorship for maintaining a right to work in the United States are made on a case-by-case basis. You are welcome to participate in this recruitment process, but there is no guarantee that a job offer with the requested sponsorship will be made to you.
South Coast AQMD reserves the right to add, delete, or modify any elements of the selection process as deemed appropriate, based on the number and quality of applicants at each step.
Candidates who may need accommodations during the selection process must call the Human Resources Department at least one week prior to any test dates.
If you have any questions regarding this recruitment, please contact the Human Resources Department at (909) 396-2800.
OFFICE CLERICAL & MAINTENANCE EMPLOYEE BENEFIT OVERVIEW BENEFIT DESCRIPTION Monthly Benefit Allotment $1,912.00, to purchase medical, dental, and life insurance, with unused portion paid to you as cash. Insurance coverage becomes effective on the first of themonth following completion of 30 days of continuous service. Dependent children may be covered to age 26 on medical, dental and vision plans.
Medical Health Plans Blue Shield PPO
Blue Shield PPO Savings Plus 2250 (High Deductible Plan)
Blue Shield HMO
Kaiser HMO
Kaiser HSA HMO 1500 (High Deductible Plan)
Dental Plans Delta Dental PPO (without orthodontic benefits)
Delta Dental PPO (with orthodontic benefits for children only)
DeltaCare (PMI) Dental
Vision Plan EyeMed - Optional
Life Insurance $10,000 Term Life Insurance
(Optional additional life insurance, paid by you, at 1X, 2X, or 3X your salary)
Employee Assistance Program (EAP) Claremont EAP, powered by Uprise Health. EAP benefits are available to all employees and their families at no cost to you. EAP offers confidential advice, support and practical solutions to real-life issues. Services available: confidential therapy, 24-hour crisis help and online peer support groups.
Accidental Death & Dismemberment Optional
Section 125 Optional Plans (Medical Reimbursement; Dependent Care)
Work Schedule Four 10-hour days, Tuesday through Friday
Vacation 80 hours per year, increasing to 120 after five years
Holidays 13 paid holidays per year
Sick Leave 100 hours per year
Other Leaves Bereavement; Jury Duty; Military; Witness
Tuition Reimbursement Reimbursed up to $5,000 per year
Deferred Compensation (457 Plan) Optional (Employee may contribute up to the IRS maximum). South Coast AQMD matches, dollar for dollar up to $300 per year for the regular plan.
Retirement 2.5% @ 67 defined benefit plan - Applies to employees hired on or after January 1, 2013 who, at time of hire, were not members of the San Bernardino County Employees' Retirement Association (SBCERA) or another public employee retirement system through which reciprocity may be established.
2.0% @ 55 defined benefit plan - Applies to employees who, prior to January 1, 2013, were active members of SBCERA or another public employee retirement system through which reciprocity may be established.
Employees pay only the Medicare portion of Social Security.
01/01/2024Closing Date/Time: 9/10/2024 11:59 PM Pacific
