Senior Recording Secretary/Recording Secretary

POSITION HIGHLIGHTS 

• Opportunity to support important City meetings and public processes by preparing agendas, legal notices, minutes, resolutions, ordinances, and other official documents.
• Gain valuable municipal government experience in a visible administrative role supporting commissions, boards, committees, public hearings, and formal meeting procedures.
• Work in a professional, service-focused environment where organization, attention to detail, confidentiality, sound judgment, and clear communication are essential to success.

The City of Thousand Oaks is hiring a Recording Secretary/Senior Recording Secretary who is highly organized, detail-oriented, and thrives in a fast paced, deadline driven work environment.

The Recording Secretary/Senior Recording Secretary will perform a variety of clerical duties to support assigned commissions, boards, and/or committees, including the Planning Commission. The Recording Secretary/ Senior Recording Secretary is responsible for a range of administrative support functions including agenda preparation, legal notifications, attending public hearings, and preparing minutes, resolutions, and ordinances. 

Primary responsibilities include:

• Prepare agendas for assigned commissions, boards, or committees; coordination, assembly, distribution, and posting of agenda packets
• Arrange for official publication and posting of legally required meeting notices; prepare legal notices for publication and mailing
• Attend and participate in Planning Commission meetings and public hearings
• Draft, edit, proofread and format a variety of documents and forms (agenda items, staff reports, meeting minutes, resolutions, ordinances, agreements, legal documents) for accuracy and conformance with established standards, regulations, policies, and procedures
• Respond to inquiries from staff, board and commission members, and the public with tact, professionalism, and excellent customer service
• Perform various administrative tasks, including scheduling meetings, setting up meeting rooms, coordinating travel, purchasing card reconciliation and processing pay requests
• Maintain files, records, calendars, mailing lists, and other reference materials

Ideal Candidate

The ideal candidate should possess:

• Is highly organized and detail-oriented 
• Communicates clearly and professionally 
• Can manage changing priorities and deadlines 
• Exercises sound judgment and maintains confidentiality 
• Works well with both the public and internal stakeholders
• Is comfortable with office technology, databases, spreadsheets, and document preparation
• 4 of increasingly responsible office administrative or secretarial experience
• Experience in a municipal government setting and/or in providing support to governing bodies in a municipal government setting

Senior Recording Secretary:

• 1-2 years of relevant Recording Secretary experience
• Experience supporting public hearings, City Council meetings, commissions, boards, or other municipal/government proceedings
• Demonstrated ability to exercise a high degree of independence and judgment, with strong familiarity with formal meeting procedures
• Knowledge of and experience adhering to Brown Act requirements for public meetings
• Experience using Granicus or similar agenda management software is desirable

Core Competencies:

• Strategic Thinker
• Results Oriented
• Customer Focused
• Flexible/Adaptable
• Accountable
• Planner and Organizer
• Technically Knowledgeable

Requirements:

• Equivalent to completion of twelfth grade education, supplemented by specialized or college level course work in business administration, office management, or a related field
• A valid class C California driver’s license

Supplemental Information:

Please note: This position requires occasional evening availability. Attendance at these meetings is mandatory. Candidates are encouraged to review selected meeting schedules, such as Planning Commission (Download PDF reader) and COSCA, for general context. Please note that these schedules are provided as examples only and do not reflect all meetings this position may be required to attend.