Assistant to the Clerk of the Board

OPEN UNTIL FILLED 

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County.  Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I.  This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively.  SBCTA calls the historic San Bernardino Santa Fe Depot home.  Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.   

Under general supervision, provides administrative, project, and program support and coordination to the Clerk of the Board/Administrative Manager, Deputy Clerk of the Board, and Executive Director; performs a variety of administrative support duties of considerable complexity requiring thorough knowledge of SBCTA, its operations, and applicable policies and procedures; and performs related duties as assigned. 
Supervision Received and Exercised
 
Receives general supervision from the Clerk of the Board/Administrative Manager. Exercises no supervision over staff.
 
Class Characteristics
This is a single-level classification responsible for providing administrative support to the daily operations of the Clerk of the Board’s and Executive Director Offices. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of SBCTA operating procedures and policies. Assignments are given with general guidelines and positions are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.  

• Assists in the daily operations of the Clerk of the Board’s Office and provides clerical and administrative support to the Clerk of the Board/Administrative Manager, Deputy Clerk of the Board, and the Executive Director.
• Prepares final Board meeting agendas; reviews and proofs agenda items for accuracy and adherence to requirements; prepares, posts and distributes agenda; assists in setting up and coordinating logistics for monthly Board meetings.
• Reviews contracts, agreements, and amendments, correspondence, and other documents and prepares for Executive Director review and approval.
• Coordinates the calendar and schedules meetings and appointments on behalf of the Executive Director; coordinates travel and meeting arrangements for the Executive Director, Clerk of the Board, and Board members. 
• Communicates and interacts with various Board members, committee members, and/or their staff to provide information and documents, and/or share agenda materials.
• Coordinates signing of approved resolutions and contracts by the Board President, Executive Director, and/or other designated signatories. 
• Composes, formats, prints, copies, sorts, and/or distributes various correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
• Verifies and reviews Board minutes and various forms, reports, records, and files for completeness and adherence with established regulations, policies, and procedures; notarizes documents as needed.
• Receives and responds to public records requests; evaluates requests and determines need for legal counsel review; works with appropriate staff to respond to requests; reviews responses to ensure compliance with requirements. 
• Provides guidance to management and staff on and ensures compliance with the Ralph M. Brown Act, Public Records Act, Freedom of Information Act, and public meeting requirements, as well as SBCTA policies and procedures.
• Organizes and maintains accurate and detailed databases, files, and records; inputs and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files. 
• Receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and/or provides factual information regarding SBCTA programs, activities, and functions; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Performs other clerical and administrative support work as required, which may include, but is not limited to, reconciling credit card statements, creating purchase orders, assigning and tracking resolution numbers, updating and maintaining distribution lists, copying and collating documents, and ordering and maintaining inventory of office supplies.
• Performs related duties as required.

Knowledge of:

• Operations, services, programs, policies, procedures, and processes of SBCTA.
• Organization and function of public agencies, including the role of appointed boards and commissions.
• Meeting protocols, parliamentary procedures, and proper conduct and reporting of actions taken by a legislative body.
• Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
• Methods of processing various records, agendas, reports, forms, contracts, and agreements.
• Records management principles and practices including recording, retention, storage, and disclosure requirements.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility. 
• Techniques for providing a high level of customer service, by effectively working with the vendors and SBCTA staff. 
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

 
Ability to:

• Perform varied and responsible administrative support work, requiring the use of judgment and discretion, with accuracy and speed. 
• Prepare and/or process agendas, reports, forms, and other documents.
• Compose concise reports, correspondence, and other written materials. 
• Understand the organization and operation of SBCTA to assume assigned responsibilities. 
• Interpret, apply, and explain applicable federal, state, and local policies, procedures, laws, and regulations and SBCTA policies and procedures relevant to work performed.
• Maintain a variety of filing, record keeping, and tracking systems.
• Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12^th) grade and three (3) years of experience performing increasingly responsible clerical or administrative support duties in support of a Clerk’s Office and/or executive management.
 
Licenses and Certifications:

• Requires possession of a valid California Driver’s License, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.

Physical Demands 
Environmental Elements

Salary : $58,902 - $88,353