The Southern California Regional Rail Authority (SCRRA), operator of the METROLINK Commuter Rail System, is seeking a Board Secretary who will serve as the CEO's primary liaison with the Board of Directors, stakeholders and representatives from outside agencies. This position is responsible for planning, organizing, and providing administrative support and assistance to the Board of Directors, and coordinating Board relations activities with internal staff.
TO APPLY: This is a continuous recruitment with the first review of applications beginning June 16, 2021. Interested applicants are encouraged to apply immediately.
SUPERVISION EXERCISED AND RECEIVED
Receives general oversight from the CEO and Chief of Staff.
This position may supervise an assistant or analyst; and provides functional guidance to staff from various departments, as necessary.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended to describe the general nature and level of work being performed and are not to be interpreted as an exhaustive list of responsibilities.
Liaison between the CEO, the General Counsel and the Board of Directors on board-related matters.
Provide general office support for the Chief of Staff, including project tracking, managing calendar, receiving and sending mail, screening phone calls and office visitors, delivering messages, coordinating meetings and events.
Prepare and distribute the Board agenda packets and pertinent agenda materials.
Organize Board and Committee meetings and ensure proper notification is provided to the Board of Directors and other participants, including timely posting on the Metrolink website for members of the public as required by the Ralph M. Brown Act.
Manage Board and Committee meeting logistics and required information materials, whether in-person (including conference room and audio/visual arrangements), or virtual.
Prepare and generate minutes of meetings for the Board, as required.
Oversee the generation of agenda materials and meeting minutes for other standing Committees of the Board.
Coordinate staff follow up in response to Board inquiries during Committee meetings, Board meetings and briefings.
Oversee internal production of board reports by staff using a legislative management software; provide training for staff on the use of the software.
Coordinate and administer all aspects of the public hearing process, including publishing and distribution of announcements in various media as required by federal, state and local rules, and regulations.
Build relationships with key stakeholders, including but not limited to elected officials’ representatives, employees, and external customers.
Manage budget for the Board’s expenses and legal notices.
Responsible for working with the Office of the General Counsel to log all claims for damages forms received.
Complete per diem forms for Board members as required monthly.
Prepare Board and Committee meeting calendar for presentation and approval annually.
In collaboration with the CEO, coordinate and conduct board briefings for all Board and Committee meetings.
Prepare and present board reports related to the Board Secretary’s role and responsibilities.
In coordination with the Board Chair and CEO, plan and execute Board Workshops.
Maintain and enforce the public records retention policy for the Board office.
Coordinate Form 700 distribution and completion for Board members.
Work with the Fair Political Practices Commission (FPPC) to update Authority’s Conflict of Interest Code bi-annually, as needed.
In collaboration with the CEO, coordinate onboarding for Board members, including virtual presentations and on-site tours.
Perform other related duties as assigned.
MINIMUM JOB QUALIFICATIONS
Education and Experience
Bachelor’s degree in Business, Public Administration, or a related field preferred.
A minimum of five (5) years of experience working in a similar position performing similar duties as described above.
A combination of training, education and or experience that provides the required knowledge, skills and abilities may be considered when determining minimum qualifications. Advanced relevant coursework may also substitute for a portion of required experience.
Valid Class “C” Driver’s License with a satisfactory driving record of no more than three moving violations and no DUI’s within the last three years.
A minimum of three (3) years of experience working with public (elected) officials in a transportation or public agency field.
Knowledge, Skills, and Abilities
Public service work environment
Laws, rules, and procedures pertaining to notices, minutes, records, reports, agendas, materials and correspondence for a public agency
Agenda preparation and legislative management software, such as Granicus Peak or similar platform.
Strong oral and written communications
Office practices and procedures
Presenting information to all levels of staff, elected officials and/or Board of Directors
Planning, time management, and organization skills
Thrive in a fast-paced, constantly changing work environment
Manage multiple duties at once
Have a keen sense and understanding of sensitive matters, confidential documents, and conversations with ability to employ strict discretion in sensitive situations
Analyze situations, identify problems and recommend solutions
Maintain official records and files
Process confidential information discreetly
Interact effectively and work cooperatively with Board members, elected officials, members of the public and employees at all levels of the organization.
Travel to offsite locations for Board meetings and/or hearings.
Transition between a stationary position at a desk or work location and move about Metrolink facilities or other work site locations
Operate tools to perform the duties of the position; such as computers, office equipment and work-related machinery
Transport equipment or boxes up to 25lbs
Exchange ideas by means of communication
Visual acuity to detect, identify and observe employees or train movement and any barriers to movement when working on or near railroad tracks
Hear and perceive the nature of sounds when working on or near railroad tracks
Balance, ascend/descend, climb, kneel, stoop, bend, crouch or crawl within assigned working conditions and or locations
Work is generally performed in a normal office environment with little exposure to excessive noise, dust, or temperature. Work may sometimes require field visits to streets, railroads, warehouses, or workshops, exposing employee to extreme heat, moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, substances, or waste, and/or loud noises. Telecommuting may be available for this classification
Southern California Regional Rail Authority is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Authority will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.