Executive Assistant/Board Secretary

DEFINITION

Under general supervision, provides professional-level confidential administrative and secretarial support to the General Manager, Assistant General Manager, and Board of Directors; serves as primary point of contact to Board of Directors; creates, edits, follows, and maintains administrative code, record retention policies, and record management programs; performs related duties as required.

SUPERVISION EXERCISED AND RECEIVED

This position is supervised by the General Manager. The Executive Assistant/Board Secretary communicates with, but does not report to, elected officials. This position does not supervise or oversee any staff but may provide direction to lower-level administrative staff on occasion.

CLASS CHARACTERISTICS

This single incumbent position provides responsible and confidential administrative support duties requiring the use of considerable discretion, initiative, and independent judgment; performs a wide variety of general administrative duties for the General Manager’s office.

Essential Functions

Essential functions include, but are not limited to, the following:

• Prepares agendas and packets of background materials for committee and Board meetings in compliance with the Brown Act; coordinates with participating parties to gather necessary documents and enforces deadlines; prepares Board Resolutions and Ordinances; posts notices and agendas in accordance with legal requirements; research, compiles, and summarizes a variety of informational materials; maintains Board pages on District website; 
• Attends and facilitates Board, committee, and special meetings during and after normal business hours in accordance with the Brown Act;; records and transcribes minutes and prepares them for distribution; interacts with Board of Directors and General Manager; responds to inquiries from the public and Board, which may require interpretation of policies and procedures;
• Serves as Custodian of Records; receives, tracks, assesses, and responds to Public Records Act requests; determines the applicability of Public Records Act provisions to various District records; certifies resolutions, minutes and other official records; works closely with District attorneys as needed;
• Creates, maintains, and enforces Administrative Code and other policies related to the General Manager’s office; works with elected officials to complete payroll and reimbursement records/requests;
• Develops goals and procedures related to District-wide records management program; develops and maintains record retention policy in accordance with legal standards; trains employees in records management policies; maintains District-wide records and files in accordance with the internal program and record retention policies; works with department managers and legal counsel to update records management program;
• Acts as confidential secretary to General manager, and point of contact to the Board of Directors and Assistant General Manager; performs administrative support and routine secretarial work involving the use of independent judgment; performs administrative duties such as calendar management, filing, sorting mail, correspondence, telephone calls, meeting set up, and purchase requisitions; 
• Administers the District’s Conflict of Interest Code, serving as the filing officer for Form 700 statements submitted by designated officers and employees; notifies Board of Directors, management, and other affected parties of filing requirements and deadlines; and performs related duties as prescribed by the Fair Political Practices Commission (FPPC); certifies Statement of District Boundaries, Statement of Offices to be Filled, and other related documents as requested by the County of Registrar of Voters;
• Coordinates and arranges District-related travel for the Board of Directors and executive management; plans, organizes, and coordinates special events related to General Manager’s office;
• Types and/or drafts a wide variety of documents which may include legal terminology or confidential material from notes, brief instructions, prior drafts, and recordings; reviews finished materials for completeness, accuracy, format, and correct spelling and English usage;
• Prioritizes and organizes own work, maintains critical deadlines, and coordinates activities with those of other District departments to ensure completion of the work;
• Operates copiers and a variety of office equipment;
• Performs duties in a professional manner and works well with others or in a team setting;
• Establish and maintain cooperative working relationships with co-workers, outside agencies, and the public;
• Regular attendance and adherence to prescribed work schedule to conduct job responsibilities;
• Observes safe work practices and safety methods; performs other duties as assigned.

Typical Qualifications

Ideal Candidate Traits

The successful candidate works well independently and can adapt to changing priorities. Effective organizational skills, attention to detail, and self-initiative to complete work are essential. The Executive Assistant/Board Secretary must have strong communication skills, both orally and in writing. This position represents the General Manager’s office and must be professional with all levels of the organization, including elected officials.

 The ideal candidate has prior experience with records management program requirements for a government organization, including ordinances, resolutions, and the Brown Act. The Executive Assistant/Board Secretary works under tight deadlines, including those imposed by the Brown Act and other regulations. This person is expected to accomplish tasks on time and with minimal direction. Experience and aptitude with the Microsoft Office suite and Adobe is required. This person must also be capable of scheduling, hosting, and participating in virtual meetings, including using Zoom and Microsoft Teams. The successful candidate recognizes sensitive topics and maintains confidentiality of a variety of issues.

Knowledge, Skills, and Abilities

Knowledge of:

• The principles, practices, and methods of complex administrative support for high-level management; 
• Public administration principles and practices; basic functions and organization of local governments; 
• Principles, practices, and rules of government records management and records retention programs; 
• Legal requirements related to the scheduling and notification of Board meetings; Brown Act and Public Records Act requirements; conflict of interest and disclosure requirements;
• Standard office administrative and secretarial practices and procedures including business letter writing, e-mail etiquette, and the operation of standard office equipment and software;
• Correct English usage including spelling, grammar, punctuation, and vocabulary; legal terminology.

Ability to:

• Communicate clearly and concisely, both orally and in writing; edit documents for correct English grammar, punctuation, and spelling;
• Keep accurate records; compile and maintain complex records and files; develop and maintain District-wide records management program;
• Analyze situations carefully and adopt effective courses of action; maintain confidentiality;
• Understand the operation of the District and outside agencies;
• Prioritize and complete work independently; perform assignments from brief oral and/or written instructions;
• Communicate effectively with a variety of personnel, including upper management and Board of Directors, and establish/maintain effective working relationships;
• Apply policies and procedures; work independently; meet deadlines, and maintain attention to details despite frequent interruptions;
• Take notes and prepare accurate minutes from meetings;
• Proficiently utilize a variety of office equipment and software.

Education & Experience

Any combination of education or experience that would likely provide the necessary knowledge and abilities is qualifying. A typical way to obtain this knowledge and abilities would be: high school graduation or equivalent; and five years of highly responsible, advanced office administrative experience for upper-level management, preferably with a government agency. At least one year working with publicly elected officials or the Brown Act is required. 

Licenses, Certificates, and Special Requirements

• None required; however, position-related certificates and licenses will be noted.

Supplemental Information

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Employees may be required to wear and/or use personal protective and other safety equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; talk or hear; use hands and fingers to grasp and feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Environment: Office environment. Frequently works in or around areas with minor amounts of dust. Some work done on ladders up to 4 feet above ground. Noise level is usually quiet.