The County of San Luis Obispo Department of Planning and Building ("Department") is conducting a recruitment for two full-time Department Public Hearing Clerks (County Classification: Supervising Administrative Clerk II). Reporting to and receiving direction from the Records Manager, Department Public Hearing Clerks provide highly responsible administrative and technical assistance, including maintenance of official Department documents and records and execution of official functions and activities. Duties, for example, include serving as Clerk for one or more Department hearing bodies, such as the Planning Commission, Subdivision Review Board, and Planning Department Hearings. (For a complete list of Department hearing bodies click here). Because this position provides information to members of the Department hearing bodies, the general public, and County staff, superior customer service and communication skills are critical to success in this role. This position supervises one to three staff members and will coordinate the development and implementation of various department-wide projects. The successful candidate will embody the County values of integrity, collaboration, professionalism, accountability and responsiveness.
EXAMPLES OF UPCOMING RECORDS MANAGEMENT PROJECTS
In coordination with Records Management consultant, develop and implement a comprehensive, Department-wide records retention and management program.
Comprehensive update and reorganization of all Department forms, of which there is an extensive library.
Reassessment of the maintenance and record keeping of County Ordinances/Titles administered by the Department.
Continued development and implementation of policies and procedures.
Compiles agenda items for public meetings of hearing bodies and prepares agendas and agenda packets; distributes the same pursuant to the provisions of the Brown Act; ensures the provision of official notification of public hearings, including legal notices, in accordance with County, State, and Federal laws.
Compiles and coordinates, in conjunction with the County Administrative Office, the scheduling and processing of all upcoming Department agenda items for review and consideration by the County Board of Supervisors.
Verifies material submitted for Department hearing body and Board of Supervisor Agenda Packets is complete, accurate, presentable, and contains all necessary signatures and attachments; notifies appropriate Project Manager and secures corrections/changes, as necessary.
Serves as liaison between the public and hearing bodies. Clerks hearing body meetings, ensuring that the decision-making process is transparent to the public; complies with federal, state, and local regulations, and is properly recorded.
Under the Record Manger's supervision, prepares section budget information for the Finance Manager.
Assists hearing body members with legal requirements relating to Conflict of Interest Statements (Form 700) and required training, such as AB 1825 (Sexual Harassment Prevention Training) and AB 1234 (Ethics).
Composes correspondence; completes special projects, as assigned.
Oversees day-to-day office support services in order to ensure effective and efficient operation of the Records Management section; supervises support staff, including preparing performance evaluations and approval of timecards.
Serves as Acting Clerk of hearing body in the case of Clerk's absence, as necessary.
The Ideal Candidate
Interest or experience in the Clerking profession – will train the right candidate who is eager to develop this unique skill.
Public sector experience, particularly working with hearing bodies preferred.
Ability to analyze and interpret complex documents.
Demonstrated knowledge and appreciation of customer service.
Basic understanding of records management.
Skilled in project management and execution of objectives.
Experience with Agenda.net preferred.
Completed courses in clerking and/or records management preferred – or - willingness to attend out-of-area and online continued education and training courses as required for the position.
The Minimum Qualifications for this job are:
Either A: One year of experience as a Supervising Clerk I or an equivalent position.
Or B: Two years of experience as a Senior Clerk/Senior Typist Clerk or an equivalent position. In addition, successful completion of a supervisory training course is highly desirable.
Licenses and Certificates
Certain positions within this classification may require driving. When driving is an essential function of the position, a valid CALIFORNIA driver's license will be required at the time of appointment.
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