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Assistant to the Secretary of the District

Effective: 12/06/12
Range: S-62
Respirator Class: 3

Definition

Provide complex administrative support to the Secretary of the District, including performing confidential administrative, clerical and technical duties, act on behalf of the Secretary of the District for agenda and Board-related responsibilities as required.

Distinguishing Characteristics

This class is distinguished by the confidential work that is performed as defined by the Meyers Milias Brown Act. This is an advanced level confidential administrative class.  It is distinguished from other advanced level administrative positions by its access to confidential information, public contact, and interface with the Board of Directors and its supervisory function.

Supervision Received and Exercised

  • Receive general supervision from the Secretary of the District. May receive direction from higher-level management personnel.
  • Exercise direct supervision over clerical and administrative personnel.

Examples of Essential Duties

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

  • Perform a wide variety of complex and confidential secretarial and administrative duties.
  • Prepare, assemble, and coordinate the printing and distribution of Board agenda and Committee packets; coordinate with department representatives to ensure that agenda items are received by the appropriate deadline and in appropriate format.
  • Prepare and coordinate the publication, posting and distribution of legal notices for public meetings and hearings.
  • Select, train, evaluate, and monitor the performance of subordinate personnel.
  • Process Fair Political Practices Commission statements of economic interest and campaign filing for elected officials, employees and contractors.
  • Codify District ordinances into the District Code.
  • Receive and log claims against the District and forward to the appropriate department for response.
  • Type correspondence, memos, and reports from written or oral instructions or transcription equipment; operate various computer software applications.
    Proofread typed or printed work, checking for accuracy, grammatical construction, completeness, and compliance with established standards and special instructions.
  • Attend Board or Committee meetings on behalf of the Secretary of the District, as assigned; prepare draft minutes for those meetings.
  • Act on behalf of the Secretary of the District as liaison to the departments in collection of reports and related materials, as assigned.
  • Maintain logs, filing, archives, official records library, and other record-keeping systems.
  • Compose routing correspondence on own initiative or from brief notes or instructions.
  • Assist in assembling a variety of information and statistical data for the preparation of reports and studies; draft reports, correspondence, and questionnaires.
  • Assist in compiling data for budget preparation; prepare budget estimates and projections, as assigned.
  • Assist in scheduling, organizing, and coordinating special meetings, events, and training.
  • Provide administrative support for Department staff and other groups as required.
  • Perform related duties as required.

Minimum Qualifications

Knowledge of:

  • Grammar, spelling, punctuation, vocabulary, and modern English usage.
  • Modern office practices, procedures, methods and equipment, including computer use.
  • Principles and practices of management and supervision.
  • Research, statistics, filing, indexing, and cross referencing methods.
  • Public contact and public relations skills.

Ability to:

  • Continuously know and remember policies, and procedures, and direction from the Board and management staff; understand instructions, directions, policies, and procedures. Intermittently analyze information, identify records, interpret minutes taken, and explain policies and procedures.
  • Sit at desk for long periods of time on a continuous basis.  Intermittently twist to reach equipment surrounding desk, and perform simple grasping and fine manipulation; write or use a keyboard to communicate through written means; take minutes at public meetings; proofread documents regularly and accurately; use telephone; and lift or carry weight of 10 pounds or less.
  • Communicate effectively, both orally and in writing, with elected officials, District staff, the general public, other public agency personnel, and others encountered in the course of work.
  • Plan and organize the work of subordinate personnel.
  • Exercise judgment, decisiveness and creativity in situations involving the evaluation of information.
  • Understand the organization and operation of the District and of outside agencies as necessary to assume assigned duties.
  • Interpret, edit, and proofread written materials.
  • Understand, interpret, and apply rules, guidelines, and regulations.
  • Prepare and maintain complete and accurate records, files, and reports.
  • Type and/or transcribe from handwritten copy and/or recording at a speed necessary for job performance.
  • Take minutes of meetings in shorthand or speedwriting.
  • Perform administrative and clerical detail.
  • Establish and maintain cooperative-working relationships with others encountered in the course of work.
  • Deal courteously and effectively with the public.Plan, coordinate, and organize work to meet deadlines.
  • Work effectively under pressure with frequent interruptions.
  • Organize work, set priorities, maintain critical deadlines, and enlist the assistance of and coordination with all levels of staff and others to ensure successful completion of work.

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 directly related and increasingly responsible clerical and/or technical experience.

Education:

  • Equivalent to the completion of two years of business college or community college courses in a related field.

Licenses and Certificates

  • Must possess a valid California Driver's License.
  • Certified Municipal Clerk certification is desirable.

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