To perform a wide range of specialized administrative duties and responsibilities in support of the Clerk of the Board, the Board of Supervisors, County Executive Officer, and the Assessment Appeals Board.
The Deputy Clerk position recognizes a single position management classification distinguished from other positions due to the confidential nature and highly complex range of responsibilities originating from Board members and the County Executive Officer, including providing day-to-day coordination of administrative support duties associated with agenda preparation and records retention of the Board of Supervisors meetings and the Assessment Appeals Board hearings.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Clerk of the Board of Supervisors.
Provides direct supervision over clerical and technical support staff.
EXAMPLES OF ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:
Prepare the Board of Supervisors’ agenda in accordance with government code requirements, prescribed procedures, and deadlines; prepare and publish legal notices as necessary; provide information to departments regarding requirements for preparing and submitting agenda items to the Board for consideration.
Attend meetings of the Board of Supervisors; prepare detailed summary action and post online; prepare official minutes, including summarization of proceedings and actions taken by the Board.
Research, analyze, and interpret complicated discussions and information contained in various complex legal and governmental documents in order to prepare accurate and complete minutes of meetings.
Process and post meeting documents, including minute orders, resolutions, ordinances, contracts, and agreements; perform related activities including indexing, filing, certification, and preservation of all documents, papers, petitions, and records on matters presented to the Board of Supervisors; certify that recordings are true and correct copies for legal purposes.
Coordinate and oversee detailed operational processes for the Assessment Appeals Board program; accept, screen, and administer the tracking of valid assessment appeals applications; serve as lead contact for applicants and Assessor’s office regarding status of cases; act as liaison for the Assessment Appeals Board; prepare statistics and reports on appeals for management and State Board of Equalization.
Oversee and manage complex Assessment Appeals Board hearing calendar; prepare Assessment Appeals Board agenda, required documentation, and notices; notify petitioners and Assessor’s Office of Assessment Appeals Board hearings; swear in petitioners and witnesses; introduce items on the agenda, record minutes, and compute new assessed values; perform post meeting actions.
Process legal publications, postings, and notices; research Government Code to determine legal publication and posting requirements; ensure review and/or preparation of legal notices for publication is implemented accurately and timely; receive and process applications, claims, summons, complaints against the County, and other documents submitted to the Clerk’s Office.
Answer inquiries from departments and the public pertaining to Board meetings, activities, and procedures; respond to inquiries from the public regarding both matters before the Board of Supervisors, Assessment Appeals Board, and various other boards or commissions; ensure that inquiries are referred and responded to by the appropriate staff members.
Maintain a variety of records and files in a manner easily retrievable for reference.
Conduct document searches and abstraction of data in response to Public Records requests, as directed by County Counsel’s office.
Maintain, update, and distribute master rosters of County boards, commissions, special districts, and committees; notify District Supervisor(s) when vacancies occur.
Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for office equipment and staffing; monitor and control expenditures; approve payments and verify payroll data.
Coordinate processing of the Statement of Economic Interests; may administer Oath of Office as needed.
In the absence of the Clerk to the Board of Supervisors, may assume the responsibility of the Clerk as needed.
Establish and maintain positive working relationships with coworkers, other County employees, and the public using principles of good customer services.
Perform related duties as assigned.
Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Experience: Three years of increasingly responsible secretarial experience to a public board or commission, including two years of advanced journey level experience that included preparing agenda and meeting minutes for a governing body.
Training: Equivalent to an Associate’s degree from an accredited college with major course work in business, general management, government, or a related field.
License or Certificates: May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.
KNOWLEDGE, SKILLS, AND ABILITIES
Operating policies and procedures and general practices of County departments.
Functions, operating procedures, and legal requirements of a County Board of Supervisors.
Various governmental codes, Revenue and Taxation codes, Board policies, County codes, terminology, and laws associated with public meetings such as applicable open meeting laws, including Ralph M. Brown Act and noticing requirements.
Principles and practices of supervision, training, and personnel management.
Principles and practices of office management related to staff and work assignment, coordination, and oversight; staff development, including assistance in selection, training, direction, coordination, and coaching.
Modern office procedures, methods, and computer equipment.
Professional business letter writing.
Principles, practices, and methods of records management.
Understand organizational and political implications of decisions; identify and refer most complex issues to the next level of appropriate staff.
On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports, and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policies and procedures.
On an intermittent basis, sit at desk or in meetings for long periods of time. Intermittently twist and reach office equipment; walk, stand, bend, squat, kneel or twist to retrieve files; use telephone; perform simple grasping and fine manipulation; see with correctable acuity sufficient to read characters on computer screen; hear and speak with correctable acuity sufficient to communicate with those contacted in the course of work; write and use keyboard to communicate through written means; hear proceedings and actions taken in public meetings; lift light weight.
Use tact and discretion and exercise independent judgment in making decisions.
Organize, prioritize, and schedule workload and work assignments to meet strict deadlines.
Oversee the handling of confidential material and information with discretion; maintain confidentiality.
Prioritize and solve work objectives to meet fixed, fluctuating, or multiple deadlines; work under pressure and time constraints; perform complex administrative work involving a high degree of independent judgment with speed and accuracy.
Analyze, evaluate, and resolve potentially sensitive issues through discussion and persuasion in order to gain concurrence and cooperation; assist staff or address the more complex issues presented through the course of work.
Interact in a professional and knowledgeable manner and act as a resource for members of the public.
Establish and maintain effective working relationships with those contacted in the course of work.
Work with various cultural and ethnic groups in a tactful and effective manner.
Communicate clearly and concisely, both orally and in writing.