$93,683.20 - $125,528.00 Annually

DEFINITION
 
Under general supervision, provides complex, varied and confidential professional-level administrative and secretarial support to the General Manager, Assistant General Manager, and the Board of Directors; serves as primary point of contact to Board of Directors; supervises Executive Assistant; performs related duties as required.

SUPERVISION RECEIVED AND EXERCISED

This position reports directly to the General Manager and supervises the Executive Assistant in the department.  The Senior Executive Assistant communicates with, but does not take direction from, elected officials.

CLASS CHARACTERISTICS
 
This is a confidential position responsible for administrative support and secretarial functions in the General Manager’s office; provides responsible and confidential secretarial support duties requiring the use of considerable discretion, initiative, and independent judgment; prioritizes department work and goals based on directions from the General Manager.  

Essential Functions

Essential functions include, but are not limited to, the following:

• Plans, assigns, supervises, reviews, and evaluates the work of assigned staff; provides staff training and development; assists in the selection of staff; reviews work for accuracy and compliance with department standards; studies and standardizes procedures to improve department efficiency; participates in necessary disciplinary actions; writes performance appraisals; ensures high level of customer service; provides assistance to staff in resolving problems; ensures safe work methods are followed and appropriate safety precautions and equipment are utilized; assists with development of department budget; 
• Performs complex secretarial and administrative support work for the District involving the use of considerable independent judgment; acts as confidential secretary to the General Manager, Assistant General Manager, and Board of Directors; makes travel and conference arrangements for executive management and Board of Directors; responds to inquiries from the public and Board, which may require interpretation of policies and procedures; communicates regularly with the Board of Directors on a variety of issues;
• Prepares Board agendas and packets, including reviewing, editing, and posting; coordinates with participating parties to gather necessary documents and information; follows up with other staff for materials and enforces deadlines to ensure Board materials are completed in compliance with the Brown Act; works closely with managers and other administrative staff on matters pertaining to the Board of Directors;
• Attends Board, committee, and special meetings during and after normal business hours; records, transcribes, and prepares minutes for committee and Board meetings; may use and operate remote meeting software; utilizes written and electronic record-keeping practices during meetings; 
• Prepares and arranges for the legal publication of notices, postings, hearings and ordinances as legally required; posts agendas and minutes on website and other public locations in manner consistent with the Brown Act; maintains Board pages on District website; responsible for timely posting and updates for effective transparency with the public on matters pertaining to the Board of Directors and General Manager’s office; responsible for maintaining records of Board ordinances and resolutions; maintains Administrative Code and other policies related to the General Manager’s office;
• Receives, tracks, and responds to Public Records Act requests; serves as Custodian of Records and determines the applicability of Public Records Act provisions to various District records in coordination with legal team; furnishes copies of resolutions, minutes and other official records, certified and sealed as to their validity; develops the goals and procedures related to District-wide records management program; develops and maintains record retention policy in accordance with legal standards;
• Drafts and types a wide variety of documents which may include legal terminology or confidential materials from notes, brief instructions, prior drafts, and dictating equipment; initiates specified correspondence independently for signature; reviews finished materials for completeness, accuracy, format, and correct spelling and English usage;
• Administers the District’s Conflict of Interest Code, serving as the filing officer for Form 700 statements submitted by designated officers and employees; notifies Board of Directors, management, and other affected parties of filing requirements and deadlines; and performs related duties as prescribed by the Fair Political Practices Commission (FPPC); certifies Statement of District Boundaries, Statement of Offices to be Filled, and other related documents as requested by the County of Registrar of Voters;
• Plans, organizes and coordinates special events including meeting logistics, arrangements and other required support, including reserving rooms and equipment, issuing notices, and assembling materials; 
• Organizes own work, maintains critical deadlines, and coordinates activities with those of other District departments to ensure completion of the work;
• Performs routine administrative work for the General Manager’s office; relieves the General Manager of a variety of administrative task as requested, including screening calls, maintaining appointment calendar, booking meeting rooms, and preparing correspondence; 
• Operates copiers and a variety of office equipment;
• Performs duties in a professional manner and works well with others or in a team setting;
• Establish and maintain cooperative working relationships with co-workers, outside agencies, and the public;
• Regular attendance and adherence to prescribed work schedule to conduct job responsibilities;
• Observes safe work practices and safety methods; performs other duties as assigned.

• Principles, practices, and methods of administrative and organizational analysis; standard administrative support practices and procedures;
• Public administration principles and practices; basic functions and organization of local governments; 
• Brown Act and Public Records Act requirements; conflict of interest and disclosure requirements; 
• Business letter writing and business e-mail etiquette; correct English usage including spelling, grammar, punctuation, and vocabulary;
• Operation of a variety of office equipment including computers; computer software applicable to the work performed, such as word processing, spreadsheets, and PDF editors; 
• Equipment and software programs related to virtual meetings for the public and internal staff;
• Record keeping, report preparation, and filing methods; 
• Principles of supervision and training.

• Communicate clearly and concisely, both orally and in writing; keep accurate records; explain and apply policies and procedures;  
• Analyze situations carefully and adopt effective courses of action; 
• Understand the operation of the District and outside agencies; 
• Compose correspondence and perform administrative and related assignments from brief oral and/or written instructions; 
• Schedule, monitor, and operate remote meeting programs and software; operate a computer and use a variety of computer software;
• Communicate effectively with all levels of District management, Board members, employees and the public and establish/maintain effective working relationships; 
• Meet deadlines, and maintain attention to details despite frequent interruptions; prioritize work; and work independently;
• Work evenings on a periodic basis and/or travel within and outside of District boundaries to attend meetings;  
• Compile and maintain complex records and files; 
• Edit documents for correct English grammar, punctuation, and spelling; 
• Maintain confidentiality of records and information.

• None required; however, position-related certificates and licenses will be noted.