AC Transit invites applications for the position of Deputy District Secretary!
Position: Under general direction, the Deputy District Secretary assists in managing the programs and activities of the District Secretary’s Office and performs professional-level duties in support of the District Secretary and the Board of Directors.
Performs a wide variety of complex, responsible, professional administrative, technical, and supervisory duties; provides professional and technical assistance to the District Secretary, District departments, the Board of Directors, and members of the public.
Oversees and participates in the day-to-day activities, operations, and services of the District Secretary's office; performs mandated and other District Secretary duties in the latter's absence.
Participates in the selection of, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees on performance issues; implements discipline and termination procedures.
Coordinates and attends a variety of meetings for the Board of Directors, Standing Committees, and Financing Corporation; assists in the preparation of meeting materials including: agendas and minutes; assists presenters in preparing for Board Meeting presentations; monitors the proper operation of audio/visual equipment in the Board Room.
Develops, plans and implements the District Secretary Office's records management and retention program, including electronic document management; sets and ensures legal compliance with retention schedules for official documents and records; develops and updates records retention policies and procedures for a variety of historical, legislative and District documents including: staff reports, policies, minutes, resolutions, confidential materials, and other official documents.
Plans and coordinates large scale public hearings and offsite meetings, including the securement of meeting sites and interpreters, logistics, preparing materials and when necessary, recruiting and training volunteers.
Coordinates the collection, presentation and dissemination of public comments for the administrative record.
Assists with the recruitment, interview and appointment process of various advisory bodies appointed by the Board of Directors, as well as the recruitment of internal and external candidates for the Retirement Board.
Guides departments through the Board Policy/Administrative Regulation review process and works with departments to ensure that amendments to policies and regulations confirm to adopted standards; tracks amendments and regularly audits policies and regulations posted to the District's website to ensure accuracy.
Participates in the development and implementation of goals, objectives, policies, and priorities for departmental programs; recommends and implements policies and procedures, after approval.
Participates in the development, and administration of the department's annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of, and approves expenditures; directs, and implements budgetary adjustments, as needed.
Oversees the District's Conflict of Interest Program, including the collection and processing of Statement of Economic Interest forms and related filings.
Responds to public inquiries and provides general information concerning election activities, including filing requirements, deadlines, applicable forms, and related matters.
Prepares, edits, proofreads,and processes a variety of complex documents and correspondence including forms, memos, statistical, financial and staff reports; completes critical, time-sensitive, and/or confidential documentation for internal and external stakeholders; may certify a variety of documents on behalf of the District Secretary.
Receives and processes tort claims, summons and complaint, and small claims filings.
Stays abreast of changing laws, regulations, policies, and procedures, pertaining to the District Secretary's Office, including, but not limited to, the Brown Act, the Political Reform Act, Election Laws, and Transit District Law (PUC 24501 et. seq.); communicates business implications, and impact to all key stakeholders including; the Board of Directors, members of the public, executive management, other District staff; recommends changes and implements adjustments to policies and procedures, as needed.
May attend clerk meetings as designated by the District Secretary, including the preparation of minutes and assembly of the official record of meetings.
May make oral presentations at Board of Directors meetings as directed by the District Secretary.
Coordinates or assists in the coordination of special administrative projects.
Performs other duties as assigned.
Experience: Equivalent to six (6) years of increasingly responsible and direct administrative support experience for executive personnel involving frequent public contact; including four (4) years in a public or governmental agency performing duties in direct support of an elected board who operate under the Brown Act at the level of an executive assistant, assistant District clerk, deputy clerk of the Board or equivalent; and two (2) years of supervisory/management experience, or project lead that involved supervision of employees.
Experience in handling legal documents and/or legal experience
Working knowledge of various meeting applications
Excellent oral and business writing skills
Outstanding customer service skills
Work independently and take initiative when necessary
Flexible in work schedule (will need to occasionally work evenings or on weekend)
Highly professional, tactful and diplomatic
Exercises discretion and able to keep confidentiality at all times
Highly proficient with MS Office Suite (including Work, Outlook, PowerPoint, Excel, etc.)
Robust and well-rounded experience in government/public sector administrative work
Experience working with executives, officers and public officials, elected boards
Possession of, or ability to obtain within 12 months of hire, certification as a Certified Municipal Clerk (CMC).
Career Compass is a monthly column from ICMA focused on career issues for local government professional staff. These articles, written by Dr. Frank Benest, ICMA’s senior advisor for Next Generation Initiatives, are provided by CSDA as part of its sponsorship of the Cal-ICMA Coaching Program. Topics range from developing leadership skills to navigating office politics.