JOB
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.Performs a variety of highly responsible, confidential, and complex administrative support duties for the General Manager, the Board of Directors, and other Management and Supervisory staff; serves as Clerk to the Board, provides general information and assistance to the public. Prepares correspondence and newsletters, maintains records, legal files, and other confidential and historical documents and activity, and leaves calendars. Prepares, assembles, and coordinates Board materials, special projects, and research projects, manages the agency’s web page and other forms of electronic outreach, and performs other general assignments. Prepares draft contract documents for review by the Chief Financial Officer. Assists Human Resources Administrator with various duties as assigned. Performs a variety of communication and public relations tasks, such as, but not limited to, developing social media content, coordinating events, developing and implementing project schedules, scanning and archiving files, photography, graphic design, video production, interaction with customers and the general public, and correspondence with partner organizations and agencies.
EXAMPLE OF DUTIES
Perform administrative and clerical duties involving the use of considerable independent judgment.Compose professional-level reports, newsletters, and correspondence, inclusive of material of a confidential nature.Prepares agenda reports and assembles the Board agenda package, official minutes, resolutions, ordinances, meeting and legal notices, and other related matters.Receives and reviews all agenda items to ensure that all submittals are accurate, complete, and in compliance with established procedures before forwarding them to the General Manager for final review.Attends all Board of Directors meetings, special meetings, and other public meetings; posts legal notices, and records official proceedings; prepares meeting minutes, resolutions/ordinances, and other documents. Provides verbatim transcriptions of meetings as periodically needed.Prepares, organizes, prints, distributes, and documents Board and Committee agendas and agendas for which the Board of Directors serves as governing board i.e., The Financing Corporation and Tri-Dam entities.Arranges publication of special meeting hearing minutes and other documents, as needed.Coordinates, with the Human Resources Administrator and Chief Financial Officer, the revision to and updates of Policies and Procedures, SOPs, etc. as may occur through revision by the Board or through legislation.Serves as filing officer for the Fair Political Practices Commission; and as such, is responsible for annual distribution and oversight of Statements of Economic Interest Form 700 for all designated employees. Reviews biennially the District’s Conflict of Interest Code, prepares, and submits any required revisions to the Code to the FPPC.Acts as the official custodian of critical Board records; maintaining all books, records, and papers of proceedings of the Board and Committees of the Board; supervises the maintenance of Board files and preservation of records, documents, and other valuable papers as directed by the Records Retention Policy and coordinates District annual record disposal and retention procedures with the Chief Financial Officer.Coordinate and make travel arrangements, maintain appointment schedules and calendars, and arrange meetings, conferences, and other functions for Board Members and management staff.Prepares and assembles responses to Public Records Act requests.Prepares draft contract documents for review by the Chief Financial Officer. Maintains and revises filing, and other systems and procedures as directed by the Human Resources Administrator and the Chief Financial Officer.Responds to questions from the public at the front desk, on the telephone, or through the website.Coordination of District events including BBQs, retirements, and other ceremonial activities.Other duties as assigned.
SUPPLEMENTAL INFORMATION
Necessary Special RequirementsProvide acceptable document(s) to complete employment eligibilityPossession of an appropriate California Driver's License, and a good motor vehicle driving record as evidenced by freedom from multiple or serious traffic violations or accidents for at least two (2) years duration. Pre-employment medical Examination: All persons selected for appointment for a permanent position must pass a medical examination paid for by the District. This medical examination will evaluate the applicant’s ability to meet the physical and health status requirements for this classification as stipulated in the District’s medical standards. The examination also includes a chemical screening.. PHYSICAL DEMANDS AND WORKING ENVIRONMENTThe conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions. Frequently uses keyboard and other various office machines, , requiring sitting for prolonged periods of approximately 5 to 7 hours or more per day.Use hands and fingers to grip, grasp, and manipulate books, instruments, and equipment used in the performance of duties. These functions are intermittently performed for brief to moderate periods ranging from five to ten minutes or more for daily totals between 5 to 7 hours total. Intermittently bends and carries for a brief to moderate duration of ten to twenty minutes or more.Communicates orally with staff and customers in face-to-face and one-to-one settings. Uses a phone for communication with staff and District operations personnel on an as-needed basis. Requires continuous use of normal to correct normal hearing and vision. Intermittent twisting, reaching, and bending. Frequently perform these functions while carrying equipment and materials ranging from five to fifteen pounds. Distances traveled range from 10 to 100 feet. These functions are frequently performed in conjunction with the other mentioned motor movements, including intermittent neck motion/flexion ranging up to 10 minutes or more at each occurrence for about 30 minutes to 1 hour or more per day.Work involves frequent and prolonged periods of keyboard use and/or writing. Twisting of the wrists and elbows may be performed in conjunction with reaching, bending, lifting, grasping, and gripping. All such tasks are or may be repetitive in nature for periods of 30 to 40 minutes or more for 5 to 7 hours total.Much of the work is deadline orientated and is often stressful in nature. Must be able to work under such pressure to accomplish the tasks provided and within the timelines provided.