Do you have clerical, administrative or legal support experience? Are you comfortable working with the public and collaboratively with a diverse range of stakeholders? Are you highly organized and self-motivated? If so, we may have the job for you!
As the Executive Assistant & District Clerk, you will have an opportunity to obtain valuable experience supporting the General Manager and members of the Board of Directors in a myriad of functions.
Join us, and you’ll have a meaningful role in driving the success of H.A.R.D. and enriching the communities we serve!
Here are the details about the positions:
Annual Salary: $87,744/year - $106,656/year
Typical Work Hours: Monday – Friday, 8:00AM – 5:00PM; Evening Board meetings every other Monday
Full-Time, Exempt Position, eligible for benefits
Filing deadline is February 10, 2023
Panel Interviews anticipated the weeks of February 20th and 27th
Anticipated Start Date: April 2023
DEFINITION
Under general supervision, serves as primary administrative support for the General Manager and members of the Board of Directors. This class is responsible for managing and overseeing a wide variety of confidential, complex and responsible administrative duties for the General Manager. Incumbents are responsible for researching and compiling information for the General Manager's consideration, maintaining Board of Director assignments, coordinating staff requests and assembling and reviewing materials for the agenda.
DISTINGUISHING FEATURES
This classification reports directly to the General Manager and requires the frequent use of discretion, initiative, independent judgment, frequent contact with the public, government agency officials, representatives of community and business organizations, and all levels of the District staff. Incumbents are responsible for managing and coordinating programs and projects; monitoring budgets, contract management, providing information to internal and external customers, and preparing reports.
EXAMPLE OF DUTIES
NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.
Performs complex and confidential clerical and administrative support requiring specialized knowledge and the ability to interpret broadly defined policies and procedures;
Represents and supports the General Manager to the public via telephone and personal contact; interacts with executive level management from public and private organizations and entities, department heads, District staff, and the general public; responds to requests for information and assistance; provides information regarding District policies, procedures, rules, and regulations; resolves citizen concerns and complaints.
Assists in the role of liaison with the Board of Directors, applicable Commissions and Boards, staff members, and the community.
Organizes and maintains various administrative files; acts as the official custodian of critical District records, maintaining all books, records, and papers of proceedings of the Board and Committees of the Board; supervises maintenance of board files and preservation of records, documents, and other valuable papers
Initiates follow-up procedures to ensure that projects are completed and deadlines met; follows up on actions authorized by the Board; directs the preparation, development, and administration of the Clerk of the Board and Board of Directors budgets; orders supplies, and provides for the maintenance of office equipment and facilities
As the custodian of the District seal, signs, countersigns or attests to official documents, including resolutions and ordinances adopted by the Board. Arranges for publication of ordinances, special meetings, hearings and such other documents as needed \Acts as contact/resource person for departmental policy matters often involving application of governing laws and regulations.
Handles confidential information which has not yet been made public and normally available only to the General Manager and their top-level staff; records actions to be taken on sensitive matters, based on a thorough knowledge of departmental policies; takes responsibility for releasing information to authorized parties.
Files the District’s official for Form 700 Statements of Economic Interests and Board Members’ Form 400 Series, Campaign Filings.
Prepares agenda and supporting materials for Board Meetings; coordinates the duplication of such materials and provides for both internal and external distribution; attends Board Meetings, takes notes and prepares minutes, ensuring that Board intents and actions are accurately reflected in the permanent record of proceedings.
Composes correspondence, reports, documents, memos and other material of an important and often confidential nature from dictation, notes, personal knowledge and research. Materials are often technical and require specialized formats.
Verifies and corrects grammatical composition of others work. Determines most appropriate layouts, formats, arrangements and other details.
Searches information from files, records and libraries to prepare summary reports; performs basic statistical calculations and tabulations.
Manages the activities of the General Manager's Office, which includes planning, coordinating, administering, and evaluating programs, projects, processes, procedures, systems, and standards; ensures compliance with Federal, State, and local laws, regulations, codes, and/or standards.
Participates in strategic planning activities; monitors compliance and adherence to applicable organizational goals and priorities.
Communicates and implements Board of Director and management policies and procedures.
Screens incoming calls, mail and visitors; evaluates the relative importance of each and independently resolving routine matters and refers others to the appropriate persons.
Interviews persons to compile information for administrative matters, particularly when the information required by superiors is complex, confidential or of a sensitive nature. This involves skill at questioning and explaining issues.
Conducts routine checks of supplies and equipment, and maintains records of usage of same. Contacts distributors for price/quantity information and places orders.
Maintains department fiscal records. Prepares and processes purchase orders and invoices, requisitions, expense claims and monthly departmental credit card account.
Attends routine and non-routine, confidential or important meetings and hearings to record official action and significant elements of discussion.
Assists in making arrangements for special events for employees and the community.
Provides information which requires the use of judgment and the interpretation of Park District and department policies and procedures;
Informs General Manager of administrative decisions reached, policies established and associated facts;
Sets priorities and meets critical deadlines, independently organizes and coordinates work;
Provides follow-up and researches information on inquiries and problems which require knowledge of the Park District’s services and programs;
Resolves problems and responds to special assignments which require interdepartmental or staff communications;
Types drafts and a wide variety of finished documents from recording devices, notes, brief written or oral instructions;
Maintains an appointment calendar for the General Manager exercising considerable judgment in committing the administrator’s time; schedules meetings, reserves rooms, prepares notices and agenda and assembles materials/documents needed for such meetings.
Assists with tracking and processing public records requests;
Collects information and prepares replies to requests from other agencies for information regarding policies and practices; may provide lead direction to clerical staff or interns.
Prepares and composes from brief instructions correspondence requiring discrimination and judgment in the selection of data or interpretation of laws, rules, policies or the resolution of debatable points where mistaken judgment may entail serious consequences.
Researches, compiles and summarizes a variety of informational materials; prepares reports, correspondence, and presentations; prepares necessary background information for Special board Meetings; prepares a wide variety of finished documents, which may include confidential materials, from notes, brief instructions, rough drafts, and dictating equipment; initiates correspondence and other material independently or for signature by an appropriate Director
Develops and maintains workflow and other procedures and revises procedural manuals.
MINIMUM QUALIFICATIONS
Sufficient education, training and/or work experience to demonstrate possession of the following knowledge and skills, which would typically be acquired through:
Bachelor's Degree in Business or Public Administration, Business Management, or a related field and three years of journey level experience related to the area of assignment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
KNOWLEDGE AND ABILITIES
NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.
Knowledge of:
Support skills and procedures involved in the office of an executive or confidential manager.
The Brown Act as it relates to public information, public noticing requirements, and records retention of public documents.
Customer relations techniques.
Standard methods of filing.
Office procedures and equipment including computers and software applications, word processing and formatting, spreadsheets, and databases; administrative practices including business writing.
Proper English usage including spelling, grammar, punctuation, and vocabulary.
Organization and functions of a Park and Recreation District or other government administrative office.
Ability to:
Work independently, multi-task, apply critical thinking, and maintain confidentiality of work
Prepare agenda and notice of board meetings and committee meetings, post agenda, other meeting agendas/notices according to Brown Act Rules, and attend evening board meetings.
Prepare resolutions and other correspondence for Board Members’ signatures and disburse copies to appropriate departments and other agencies.
Submits appropriate election documents to the Office of the Registrar of Voters.
Organize work, set priorities, meet critical deadlines, and follow-up assignments with minimal direction, as well as use initiative and independent judgement within established guidelines;
Establish and maintain positive and effective working relationships with those contacted in the course of work at all levels, including a culturally diverse general public, with a focus on quality service to internal staff and external customers and park users.
Evaluate demands on General Manager’s time; arrange schedules accordingly.
Schedule appointments and meetings for staff and Board Members, register staff and Board Members for professional conferences and make travel arrangements as needed.
Analyze, interpret, apply, and improve administrative procedures;
Take detailed notes in meetings or from recordings;
Prepare detailed minutes of departmental or official meetings;
File and retrieve corporate records, documents, and reports;
Recommend and implement improvements in processes and office practices;
Compose routine correspondence, Board material, and other documents;
Make accurate arithmetic calculations;
Communicate clearly and concisely, both orally and in writing;
Organize and prioritize workloads; complete work under time deadlines.
Interpret and apply laws, rules, regulations, policies and written directions to specific and appropriate situations.
Assist in maintaining, storing and destruction of office records of a confidential nature; maintain strict confidentiality.
Take responsibility and use good judgment in recognizing scope of authority.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
Essentially all of the employee's working hours are spent in an office. Most work assignments involve a high degree of concentration. There may be some light to moderate physical work in the handling of supplies, files, computer equipment, etc.
Essential duties require the mental and/or physical ability to: work in a standard office environment and use standard office equipment and current software; grasp, perform repetitive hand movements and fine coordination to prepare documents and data using a computer keyboard and mouse/trackball; sit for prolonged periods of time; stand, walk, reach, bend and safely lift and move equipment and materials weighing up to 35 pounds; converse by telephone, by email, in person, and be clearly understood; read and comprehend legal, technical and complex documents; interact with the public and all different levels of District staff in an effective and professional manner. Essential functions must be performed with or without reasonable accommodation.
