Clerk of the Board

Under general direction, is responsible for carrying out the duties of the Clerk of the Board as prescribed by law and the overall planning, administration, and operation of the Clerk team; plans, oversees, coordinates and participates in preparing and distributing the agenda docket and minutes for meetings of the Board and its committees; ensures compliance with applicable law regarding public notice of meetings; reviews reports and materials for agenda items to ensure completeness and compliance with established policy and procedure; and provides highly complex administrative and technical support to SANDAG Board Members and agency leadership.

Supervision Received

Receives general direction from the Chief of Staff. Many functions and activities are prescribed by administrative regulations and other state and federal law. Responsibilities require the ability to manage and coordinate multiple tasks and detailed activities in a time sensitive environment.
 
Clerk of the Board must be thoroughly knowledgeable regarding the complexities and legal requirements associated with conduct of meetings by a public board and by the breadth of involvement with agency issues and with Board Members and executives, requiring a thorough knowledge of the agency’s regulations, policies and practices.

Supervision Exercised

The Clerk of the Board may exercise technical and functional lead supervision over lower level staff.

Examples of Essential Duties

Duties may include, but are not limited to, the following examples. The order may not represent the relative importance of duties assigned to an individual employee.

• Plan, manage and coordinate the fiscal, personnel, budget and other administrative functions of the Clerk team; plans, organizes, supervises and evaluates the work of assigned staff; establishes performance requirements and regularly monitors performance and provides coaching for performance improvement and development; recommends compensation; and coordinates work with other staff to ensure a high performance, customer service-oriented work environment which supports agency’s mission, objectives and values.
• Manages, oversees, coordinates and participates in preparing the agenda docket for meetings of the Board and its relevant committees and assembling all supporting documents; ensuring that all agenda items and supporting documents and materials are submitted in conformance with Code provisions and all required procedural steps; makes minor edits for style; requests corrections and backup materials; tracks and follows up with assigned staff to ensure that materials for scheduled agenda items are completed to meet deadlines; conducts research and confers with the Office of the General Counsel to determine required procedural steps and appropriate forums for action on specific issues and on requests for closed sessions.
• Ensures compliance with legal requirements governing public notice of Board meetings and the conduct of closed sessions. Manages and oversees preparation and distribution of the official minutes of Board and committee meetings and public hearings; maintains Board files and records and disseminates all actions including minutes, resolutions and agreements.
• Provide support and coordination for clerking functions for all Board and Committee meetings in conformance with Code provisions and all required procedural steps.
• Answers questions from staff and the public regarding agency regulations, policies, practices and procedures.
• Manages the receiving, indexing, filing, certifying, and preserving or disposal of all documents, papers and records deposited with the Clerk of the Board pursuant to the law.
• Authenticates ordinances, resolutions, minute orders and other official actions with the Clerk's signature and with the official seal of the Board.
• Maintains the custody of, and keeps available for public inspection, the books, records and official documents of the Board.
• Serves as Filing Officer for Conflict of Interest Codes and economic disclosure statements filed in accordance with the Political Reform Act.
• Maintains the rosters of the Board and its committees.
• Plans and directs agency’s Record Management and Electronic Records Management programs in compliance with legal requirements and City policy.
• Performs and coordinates advanced level administrative and technical support activities for the Board of Directors and its committees and agency leadership, including Chair briefings and staff preparatory meetings.
• Coordinates the Board/Committee member compensation process; compiles information needed to process compensation; and ensures accurate records and payments based on statutory and agency requirements/policy.
• Coordinates travel requests and arrangements for Board Members; processes travel expense reports and requests for reimbursement in accordance with applicable policies; compiles data for the annual Board travel budget and monitors travel budget allocations.
• Participates in the development of new or revised systems, procedures, and methods of operation; assists with recommending and implementing enhancements to ensure effective systems and services are in place.
• Performs related duties and responsibilities, as assigned.

Knowledge of:

• Governmental policies, procedures and operations, including open meetings and public notice laws; knowledge of the Brown Act public meeting requirements; knowledge of Roberts Rules of Order.
• Regulatory requirements regarding proper documentation of meeting minutes and edits to agendas or reports for public meetings.
• Agency policies and procedures, including standard report formats, filing systems, and budget preparation and monitoring.
• Advanced word processing functions, including text editing, formatting, merge, print, and sort features.
• Research and reporting methods, techniques, and procedures.
• Principles and practices of effective customer service.
• 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.
• Computers and software programs (e.g. Microsoft software packages) to conduct research, assess information, and/or prepare documentation and presentations.
• Basic mathematical concepts. 

Ability to:

• Establish and maintain effective working relationships with others including sensitive relationships with executive staff, various levels of agency employees, Board Members, their respective staffs, other high-profile elected officials, representatives of other government agencies, and the public.
• Maintain confidentiality of privileged or sensitive information.
• Provide complex administrative support services for senior executive staff, including elected officials.
• Schedule and coordinate a high volume of appointments/meetings with numerous attendees, and maintain a calendar of activities, meetings, and events for senior executives.
• Transcribe meeting information into official minutes for public distribution
• Compose correspondence, prepare documents and make arrangements from brief instructions.
• Organize, research, and maintain complex and confidential office files.
• Organize the flow of a wide range of varied administrative support functions and develop effective procedures.
• Initiate effective follow-up activities to gather up-to-date information on the status of various projects/issues and to compile relevant documents and information to assist SANDAG officials.
• Exercise independent judgment in determining the appropriate routing and level of reference appropriate for a variety of phone, in-person, and written contacts.
• Understand the organization and operation of SANDAG and of outside agencies as necessary to assume assigned responsibilities.
• Interpret and apply administrative policies and procedures.
• Compile and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards.
• Read, understand, interpret, and explain services, policies, procedures, and technical terminology related to SANDAG functions and apply them to specific situations.
• Anticipate and diagnose problems, identify possible solutions, and resolve the problem or recommend the most appropriate solution.
• Work in a fast-paced, professional office environment and prioritize a wide range of duties with varying time requirements to ensure timely completion.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Compose technical reports, summaries, and written materials.
• Update and maintain a variety of hard copy and/or electronic records.
• Establish and maintain cooperative working relationships with those contacted in the course of business including other employees, managers and executives, vendors, consultants, contractors, and the public.
• Effectively use computer systems, applications, and modern business equipment to perform a variety of work tasks.

Minimum Qualifications:

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

Experience:

• A Bachelors degree from an accredited college or university, with major course work in public/business administration, public policy, or a related field. An advanced degree is desirable.
• Seven years of increasingly responsible, professional experience in managing public governing board support functions including the development and maintenance of records and legal documents and the meeting of critical deadlines for a public board or commission, including two years of supervisory experience.

License or Certification:

Possession of an International Institute of Municipal Clerks designation as Certified Municipal Clerk (CMC) or
Master Municipal Clerk (MMC) is highly desirable.

Certification as a Notary Public is desirable. 

 

Possession of an appropriate, valid driver’s license.

 

ADA Special Requirements:

The essential duties for this classification are performed in the work environment described below and require the following physical and mental abilities:

The standard office position requires an employee to access their work location, attend meetings, use computerized workstations, and lift paperwork and light-weight equipment or resources (less than 20 pounds). Typically, an employee will need to walk, stand, sit, use a keyboard, see, hear, bend, lift, and twist. The employee obtains information from oral instructions, conversations, written reports, email, the Internet, and professional publications, and will process and analyze the information obtained. The employee will provide information orally or in writing, and work on numerous concurrent projects and tasks under deadlines. Typically, an employee will need to mentally process and analyze complex information, compose complex responses, interact with others, and present information and reports.

Salary : $101,670 - $157,602