Clerk

Be ready to rethink your assumptions about the public sector. Dedicated and motivated colleagues? Beautiful, high amenity building for on-site work and collaboration? Flexible schedules and hybrid work options? Yes, yes, and yes!

ABOUT THE ROLE

Under general direction of the Clerk Supervisor, executes responsibilities of the Clerk position through complex administrative support, records management, and associated activities for assigned agency entities and meeting bodies.

This position will require the occasional need to drive for MTC business purposes to offsite meetings or Commission related assignments and for delivery of documents to partner agencies or county offices.

Knowledge of :

• Advanced knowledge of Brown Act requirements for public meetings (deadlines, remote participation guidelines, meeting protocol) and applicable federal, state, and local laws and codes)
• General agency by-laws / commission procedures
• Modern and complex principles and practices of office procedures, methods, and computer equipment.
• Meeting agenda management including collection of documentation and routing for approval, web posting guidelines
• Meeting Minutes:
  • Best practices used in Minute taking and preparation; record and transcribe minutes of proceedings using Granicus or other applicable Software; composition of meeting minutes utilizing condense and paraphrase discussion to include relevant material and accurate report proceedings
  • Review all documents in which action has been taken to ensure the documentation is complete, and the vote is accurately recorded on motions and legislation; document corrected or additional reports as necessary
• ADA accessible documents
• Principles and practices of records management including records retention laws
• Complex scheduling and meeting coordination
• Computer applications including word processing, spreadsheets, data entry, database administration, standard report generation, and presentation preparation.
• Shared file keeping and collaboration systems, and shared calendaring programs
• Composing business letters using the standard format
• Proper English, spelling, and grammar

Ability to:

• Operate office equipment and use programs associated with them, including computers, mobile devices, meeting room presentation equipment, and phone systems
• Coordinate MS Outlook calendars
• Work with a variety of software applications including Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Granicus, Agenda Manager, as well as database and document management software systems, and communication tools such as email and texting
• Communicate clearly and concisely, both orally and in writing
• Communicate with professional poise and tact, and maintain strict confidentiality
• Team approach and willingness to execute duties as an active team participant
• Establish and maintain effective working relationships
• Effectively work with executives, commissioners, governing board members, and staff at all levels
• Organize tasks and responsibilities, work independently, and be a self-starter
• Meet critical deadlines
• Read, understand, interpret, and review record data for accuracy and relevant information
• Learn complex principles, practices, techniques, and regulations pertaining to assigned duties
Analyze situations and identify an effective course of action or response to solve inquiries, problems, or complaints

MINIMUM QUALIFICATIONS

Any combination of training and experience that would provide the required knowledge, skills, and abilities listed. A typical way to obtain the required qualifications would be:

Education & Experience: Equivalent to completion of the twelfth (12th) grade, and six (6) years of increasingly responsible administrative or secretarial experience

Education : Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related filed desirable.

Experience : Experience in municipal government is desirable. An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying.

Licenses or Certificates

• Possession of valid California Class C driver's license and safe driving record or ability to provide alternate transportation
• Certification by the International Institute of Municipal Clerks as a Certified Municipal Clerk is desirable.
• Certification as a Notary Public desirable.

Specific duties and responsibilities include, but are not limited to, the following:

• Interacting with government officials, commissioners, board members, representatives from business and community organizations, the public, and all levels of personnel
• Support in onboarding and records management of new commissioners / board members
• Creating agendas and collection of materials from staff for assigned meeting bodies
• Clerk functions associated with assigned meeting bodies (agenda materials tracking, routing, approval and posting through established process, sending meeting notices, establishing quorums, facilitating a variety of day of meeting activities, regular communication with executives, commissioners / board members
• Ensuring all meeting documents are ADA accessible
• Scheduling high level meetings through coordination of Executive office staff, Commissioners, Business Operations
• Development and management of agency resolutions (assist in updating resolutions for approval with Project Managers and other agency staff for entity adoption; maintaining accurate resolution log to ensure accurate reporting of actions and revisions).
• Coordinating with the General Counsel’s Office and agency staff on Freedom of Information Act Requests (FOIA) from the public and other agencies
• Interpreting Board and Commission By-Laws and policies, rules and regulations in response to inquiries that often require the use of independent judgment and the understanding of policies and procedures
• Composing and processing a variety of letters, reports, forms, and other documents
• Coordinating specific projects, including fostering cooperative working relationships with civic groups, inter-governmental agencies and agency staff
• Correspondence assistance and filing
  
  Essential duties require the ability to work in a standard office environment; availability to attend evening meetings; ability to travel to different sites and locations. Must be willing to work a varied schedule of hours, which may include evenings and weekends.