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Secretary of the District

Effective: 12/05/08
Range M-36
Respirator Class: 3

Definition

Assist the Board of Directors and serve as Secretary of the District within the meaning of Sections 6402, 6486, and 6542C of the Health and Safety Code; act for the Board of Directors in a variety of executive, administrative, legal, and record keeping functions; participate as part of the District management team; and do related work as required.

Supervision Received and Exercised

  • Receive general direction from the Board of Directors.
  • Exercise direct and general supervision over subordinate positions.

Examples of Essential Duties

Duties may include, but are not limited to, the following:

  • Take appropriate steps and make independent decisions, as necessary to implement Board requests, decisions, and official actions.
  • Ensure that minutes and actions of the Board of Directors are properly recorded and that subsequent actions are taken according to the legal requirements imposed on, and by, the Board.
  • Schedule, organize, attend, participate in, and record/transcribe various Board of Directors' meetings and hearings, ensuring compliance with the Brown Act.
  • Maintain confidentiality with critical and sensitive information, records, and reports.
  • Edit and/or summarize Board of Director's decisions on minutes and ordinances and index and transcribe for District Code or permanent record.
  • Sign and/or countersign warrants for payments, contracts, agreements, and bonds.
  • Perform ministerial duties such as issuing certificates of election, filing oaths of office, and attesting to ordinances adopted by the Board of Directors.
  • Answer, screen, and route, and respond to incoming telephone calls, correspondence, and electronic mail.
  • Research matters of interest to the Board, management or the public and compile information for their use.
  • Administer District elections in accordance with State and County established procedures, and monitor compliance with campaign finance and conflict of interest laws.
  • Design, and supervise District records management program, including review and modification of records inventory system, classification and indexing system, retention schedules, electronic imaging system, computer-aided indexing systems, and storage and retrieval processes.
  • Serve as agent for receipt of legal documents served on District.
  • Represent the District to outside agencies, organizations, and the public.
  • Prepare, assemble, and distribute agendas.
  • Act as information source to the general public regarding Board of Directors= activities and records.
  • Maintain calendar and appointments for Board members.
  • Participate in and coordinate with management group, and assist in the administration of District programs.
  • Participate in Board of Directors' meetings.
  • Execute details of transactions of the Board such as officially recording orders, preparing and ordering legal notices for publications.
  • Administer the District's historical archives.
  • Supervise and direct assigned staff; plan, organize, and coordinate activities of assigned staff.
  • Prepare and administer budget for assigned functions.
  • Work cooperatively with other departments, District officials, and outside agencies.
  • Exercise good judgment.
  • Perform advanced level secretarial work including typing, filing, etc., of a confidential nature.
  • Perform related duties as required.

Examples of Non-Essential Duties

Duties may include, but are not limited to, the following:

  • Receive and prepare responses to various correspondence.
  • Inform Board members of background and/or additional information on agenda items, review past actions, read documents.
  • Notify the public of actions taken on matters submitted to the Board, furnish Board minute orders to various offices.

Minimum Qualifications

Knowledge of:

  • Provisions of the Health and Safety Code related to functions of the Secretary of the Board of a sanitary district.
  • General principles and concepts of organization, management, and public administration.
  • Legal terminology and current statutes governing the procedures of a special district and its board of directors.
  • Federal, state, and local laws, and codes and regulations governing elections and special district operation, including the Ralph M. Brown Act, the Public Records Act, and conflict of interest laws.
  • Modern office machines, practices, and procedures, including processing and storage of District records.
  • English grammar, usage, spelling, punctuation and composition, filing, indexing, and cross referencing methods.
  • Public bidding process.

Ability to:

  • Continuously interpret and understand laws, Board directions, policies, procedures, and public requests; know laws and administrative policies and procedures; observe staff as part of supervisory function; remember past actions, follow directions, and research past Board decisions; and communicate Board actions and provide direction to staff.
  • Intermittently analyze information in the preparation of minutes, reports, position papers, evaluations, and resolutions; identify requested records and information, and problem solve in the preparation of analyses and reports and in providing information to Board, staff, and public.
  • Sit at desk and in meetings for long periods of time on a continuous basis.  Write or use a keyboard to communicate through written means; perform simple grasping and fine manipulation; read reports, letters, etc.; proofread; communicate clearly both orally and in writing with the public, Board, staff, and employees; take minutes, and use telephone.
  • Understand and apply present and new regulations, policies, rules, functions, procedures, and processes.
  • Conduct and perform special studies and analyses, and research and develop comprehensive and concise reports.
  • Prepare correspondence, minutes, reports, position papers, resolutions, ordinances, and notices accurately and clearly.
  • Identify procedural problems and recommend effective resolutions.
  • Read, interpret, and follow departmental policies and procedures.
  • Take meeting minutes and transcribe them accurately.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with staff, representatives of other county agencies, and the general public.
  • Attend evening and weekend meetings as required by the Board schedule.
  • Perform advanced level secretarial work including keeping records.
  • Operate standard office equipment.
  • Use a typewriter, computer and office equipment to prepare a variety of documents at the skill level and with the degree of accuracy to meet job requirements.

Experience and Education

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

  • Five years of responsible administrative experience, including three years of work which required knowledge of the laws and procedures related to the functioning of a local government legislative body or in other legal procedural work including the preparation of agendas and the preparation of official minutes, and records management.

Education:

  • Equivalent to the completion of two years of business college.  Additional experience can be substituted on a year-for-year basis.

Licenses and Certificates

  • Possession of a valid California Driver's License.

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