Definition of the Position: Under direction, this at-will, exempt/confidential position performs a variety of confidential and highly responsible, complex administrative duties on behalf of the General Manager and Board of Trustees; administers and coordinates District agenda, minutes and communications; serves as liaison with District General Counsel, outside agencies and general public; manages official District records and performs other related duties.
Perform a variety of general administrative and research support services for General Manager
Keep General Manager informed of relevant District and departmental activities; tracks and conducts appropriate follow-up
Prioritize, channel, and facilitate communication from department managers and supervisors to General Manager
Coordinate General Manager and department managers meeting logistics, including facilities and set up; operate recording and transcribing equipment
Maintain District records such as minutes, resolutions, agreements, contracts and policies; implement and maintain filing system for District business and correspondence
Coordinate and assist with appointment of district’s Legal Counsel, General Manager and officers of the Board, including procedure, paperwork and related communication
Serve as the primary contact and liaison for General Manager and Trustees of the Board with general public, outside agencies and organizations requesting information related to the District’s regulations and policies; explains, justifies and provides supporting material
Arrange meetings, handle callers and answer correspondence
Coordinate and participate in the preparation and distribution of material for training/orientation of Trustees, Board meetings and committee meetings
Prepare Board of Trustees regular open and closed session meeting agendas, committee meeting agendas and related documents in accordance with legal requirements; coordinate with various departments for supporting documentation, and publish official notices as required; post agendas pursuant to the Brown Act
Compose agenda items and resolutions following legal procedures, recognize when certain District business items must be placed on the agenda, and assist at how the Board should conduct business during Board meeting
Conduct administrative functions for Board of Trustees, such as creating and maintaining computer files for Trustees data, composing correspondence, reappointment letters, and memos, creating committee lists from Trustees questionnaires, preparing Trustee correspondence, replying to Trustee inquiries, and maintaining records of present and past Trustee representatives
Serve as Filing Officer for the preparation of the Fair Political Practices Commission Statement of Economic Interests Form 700 for completion by Board of Trustees, select staff, legal counsel and consultants, including explaining procedures, filing forms with the Clerk of the Board of Supervisors, updating District Conflict of Interest Code, and submitting resolution to the Board of Supervisors for approval on a biennial basis
Communicate with District General Counsel on District matters involving legal issues and maintain confidential information regarding sensitive matters. Provides administrative support to General Manager during confidential union negotiations
Collect, compile and analyze information from various sources on a variety of specialized topics related to programs administrated by management staff; work in collaboration with management staff to write reports that present and interpret data, identify alternatives, and make and justify recommendation
Prepare, coordinate and monitor travel expenses budget, arrangements and facility for Trustees and District staff
Respond to request for records according to the California Public Records Act
Manage sensitive documents and communications with the utmost discretion and confidentiality
Perform related duties as assigned
Knowledge, Skills and Abilities: To be successful in this position, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required for the Executive Assistant/Clerk of the Board position.
Knowledge of: the Brown Act, Parliamentary Procedures and California Public Records Act; Fair Political Practices Commission Conflict of Interest Code; Health and Safety Code for Mosquito and Vector Control Districts; District Policies, Resolutions and bylaws, as well as Memorandum of Understandings. Ability to: work independently with minimal supervision; perform effectively under heavy workloads and stressful situations; follow written and verbal instructions; communicate effectively verbally and in writing.
Education and Experience: Associate degree in business administration or a related field from an accredited college or university and three (3) years of verifiable professional level executive assistant or office administrative experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Other: Possession of a valid California Driver license and driving record acceptable to CVMVCD insurance carrier; successful completion of pre-employment physical examination, drug screening, and background check; and ability to obtain certification as a notary public for the State of California upon establishment of the needs of the District.
Ability to work in an office environment with extended exposure to computer screens
Ability to use gross manipulation by hand; carry items; perform repetitive motion associated with computer usage; bend; twist; crawl; balance; lift; push; perform simple grasping; power grip; squat/crouch; kneel; reach; climb; pull; smell
Ability to demonstrate measurable visual depth perception and color vision; have a minimum of single ear aided hearing
Ability to regularly* stand for extended periods of time; sit for extended periods of time
Ability to occasionally* walk on even surfaces
* Periodically – Activity or condition exists up to 25 percent of the time
Occasionally – Activity or condition exists from 25 to 50 percent of the time
Regularly – Activity or condition exists from 50 to 75 percent of the time
Frequently – Activity or condition exists 75 percent or more of the time
Additional Salary Information: Full benefit package (retirement, medical, dental, vision, sick leave, 12 ½ paid holidays annually)
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1112 "I" Street, Suite 200 Sacramento CA, 95814 877.924.2732 | 916.442.7887