Board, Governance, & Policy Assistant

Definition:Under the general direction of the Superintendent/President, the Board, Governance, and Policy Assistant (Assistant) performs a variety of complex administrative and confidential duties for the District. The Assistant is responsible for planning, coordinating and performing a wide variety of secretarial and administrative functions to ensure that Governance agendas, minutes, and policies are thoroughly and accurately presented and maintained in compliance with the Ralph M. Brown Act and Governing Board policies and procedures. Representative Duties:Assist with complex administrative matters, including support for the Superintendent/President on behalf of the Board of Trustees. Duties include the ability to operate independently without specific direction but are not limited to office assistance, secretarial, communications, agenda preparation and dissemination, meetings, and official proceedings. Responsible for writing, editing, and ensuring accuracy of meeting agendas, materials, and minutes related to campus governance; attention to detail; accurately capture and transmit information related to campus governance, both to and from, the Superintendent/President and Board. Attend regular and special Board meetings and perform various secretarial duties for the Board; under direction of the Superintendent/President, lead the coordination and preparation of agendas and supporting materials; place materials on college website, places newspaper ads, and posts agendas for public access; record and document actions; prepare, review and distribute meeting minutes; maintain official record of Board minutes including supplementary materials. Attend regular and special meetings of assigned councils/committees including but not limited to the Institutional Effectiveness Council (IEC), Community Play Consortium (CPC) Joint Powers Authority, and the Measure F Citizen’s Oversight Committee (COC); coordinate and prepare agendas and supporting materials; coordinate schedules with partners (e.g. City of South Lake Tahoe); place materials on college website, place newspaper ads, and posts agendas for public access; record and document actions; prepare, review and distribute meeting minutes; and maintain official record of minutes including supplementary materials. Maintain and update the District’s policy and procedure manual and act as a major source of information regarding the District’s policies and procedures. Serve as the point of contact for District departments for assistance and research on new Board Policy and updates as required by law; manage the movement of policy through shared governance while maintaining evidence of participatory governance practices; update LTCC website and meeting & board management software (BoardDocs) as policy and procedure is approved; attend conferences related to best practices in policy development; review and maintain the District’s policy of regular review of policy and procedure. Prepares and/or checks and reviews Board reports, records and other material for accuracy, completeness and conformity with established standards and regulations. Deals with and coordinates privileged/confidential information applicable to the Board agenda or for Closed Session: employee files, grievances, lawsuits and other legal matters consistent with Brown Act compliance. Supports Superintendent/President, Vice Presidents, and Director of Human Resources in developing and presenting management positions with respect to employer-employee relations. Access and maintain confidential information that is used to contribute significantly to the development of management positions with respect to employer-employee relations. Assists and aids Superintendent/President, Vice Presidents, and Director of Human Resources in the processes of employee grievances and other disputes with regard to employee relations. Coordinates all of the logistical details associated with meeting arrangements including assisting with meeting set-up. Process Board-related administrative details not requiring the immediate attention of the Superintendent/President. Manage and assist with the scheduling of Board participation in District Advisory Committees. Attend and participate in a variety of administrative and District committee meetings; prepare and distribute agendas if required; take and transcribe notes; prepare minutes for review. Ensure full Ralph M. Brown Act compliance when applicable by law and District policies. Assists in the development and maintenance of training and support materials for the Board as needed. Compose Board-related correspondence and memos independently on a variety of matters; compile and prepare various letters, reports and statistical data, resolutions, manuals and final reports as directed. Completes forms, makes travel arrangements, and provides support for Board travel. Corresponds with board members on schedule availability related to meetings and travel arrangements. Coordinates as needed Board election information, compliance, and assistance. Assist with special Board and College events and ceremonies, on campus and in the District; assists with communication to the Board Provides backup support for the Executive Assistant to the Superintendent/President in the event of an absence or unusual circumstance. Take minutes and support the District in negotiations as needed. Maintains a thorough working knowledge of the overall operation of the office; maintains Board mailing lists and directories, initiates and maintains files of correspondence; maintains historical records. Works with outside contacts, state, county and city officials, chancellor’s office, Legislative officials, community relations and collective bargaining as related to the Board of Trustees. Other Duties:Performs related duties as assigned by the Superintendent/President.