Placer County

Board Support Services Coordinator (#19803)

$34.16-$42.66 Hourly / $5,921.07-$7,394.40 Monthly / $71,052.80-$88,732.80 Yearly


DEFINITION

(Unclassified)

To perform highly responsible administrative and technical duties in support of the Board of Supervisors and their staff members, and may exercise direct supervision over technical and clerical staff.

DISTINGUISHING CHARACTERISTICS

The Board Support Services Coordinator is a single position classification responsible for performing a wide range of administrative and technical duties in support of the Board of Supervisors requiring the frequent use of discretion, initiative, and independent judgement. This class is is distinguished from the District Director in that the latter is a contract position providing district-specific support to an individual assigned Supervisor. 

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from higher-level supervisory or management staff.

May exercise direct supervision over technical and clerical staff as assigned.

EXAMPLES OF ESSENTIAL DUTIES

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

  • Provide varied and complex administrative and technical support to members of the Board of Supervisors.
  • Conduct research; gather and maintain data from a variety of sources; provide accurate and detailed information in response to inquiries from Board members, the public, committees and agencies, and others.
  • Prepare reports, correspondence, newsletters, publications, and other documents; assist with or conduct special studies and projects.
  • Participate in the development of the office work plan, assign work activities, projects and assignments; monitor workflow; review and evaluate existing work programs, methods, and procedures for efficiencies. 
  • Participate in the selection of staff; provide or coordinate staff training; conduct performance evaluations; recommend discipline; implement discipline procedures as directed; maintain high standards necessary for the efficient and professional operation of the office. 
  • Provide administrative support to district-specific Municipal Advisory Council (MAC) members in accordance with Board member engagement and outreach preferences; secure venue contracts for in-person and/or virtual meetings; attend meetings as needed; prepare meeting notes and reports of proceedings; provide information on pertinent issues, follow-up, changes, and public sentiment as requested.  
  • Coordinate MAC secretarial contracts and services; update and maintain MAC procedural guidelines; prepare training materials for MAC members.
  • Provide administrative support for Town Hall meetings hosted by Board members; schedule in-person and/or virtual meetings; coordinate IT technical support for meetings; request and monitor upgrades to virtual accounts and platforms; prepare meeting notes and reports of proceedings; provide information on pertinent issues, follow-up, changes, and public sentiment as requested.
  • Represent the Office of the Board of Supervisors to the general public as needed; review, respond to, and resolve citizen inquiries concerning County operations, procedures, and/or policies on behalf of the Board of Supervisors when appropriate; assist the public with expressed concerns, complaints, or problems.  
  • Review and route items to appropriate Board member staff and provide accurate and appropriately detailed information for response to inquiries from members of the public, organizations, and other public agencies; provide referral to other sources when appropriate. 
  • Monitor status of constituent inquiries, pending board items, projects, conferences and meetings; and follow-up and review status with responsible department, individual, organization, or agency. 
  • Coordinate County Executive Office and Board of Supervisors agenda items and background materials for Board-initiated agenda items; prepare post-meeting Board reports; follow up with affected County departments or individuals as needed.  
  • Identify emerging issues and provide relevant information for the development of newsletters, websites, and other publications on behalf of Board members; recommend communication methods or strategies to promote engagement and positive messaging.
  • Assist with the development and administration of the operational budget for the Office of the Board of Supervisors; assist with the forecasting of funds needed for staffing, equipment, materials, and supplies.  
  • Contact various County departments, other public agencies, and community organizations and resources regarding policies, procedures, and regulations. 
  • Schedule and attend meetings, including evening meetings; take notes and prepare reports regarding proceedings and outcome. 
  • Establish and maintain necessary files and records.
  • Build and maintain positive working relationships with coworkers, other County employees, and the public using principles of effective customer service. 
  • Perform related duties as assigned.

WORKING CONDITIONS

Work is typically performed in an indoor office environment with controlled temperature conditions. Position may require travel to and from other locations in a variety of outdoor weather conditions.

MINIMUM QUALIFICATIONS

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 administrative work experience providing administrative support to a high-level administrator.

Training: Equivalent to a bachelor’s degree from an accredited college or university with major course work in public or business administration, political science, or a related field.

Required License or Certificate:
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

Knowledge of:

  • Policies and procedures of the Office of the Board of Supervisors.
  • Principles and practices of training, assigning, reviewing, and evaluating work of subordinate staff.
  • Principles of personnel supervision and management, organization, and staffing.
  • Principles of program management and organization.
  • Principles and practices of public administration, including the organizational structure and service delivery systems of County government.
  • Countywide policies and procedures and general practices of County departments.
  • Purposes and relationships of local, state, and federal governments, public interest groups, community groups, and private enterprise.
  • Pertinent local, state, and federal laws, rules, regulations, and statutes.
  • Research methods and techniques.
  • Modern office procedures, methods, and computer equipment.
  • Computer software, including word processing, database, and spreadsheet applications.
  • English usage, spelling, punctuation, and grammar. 
  • Arithmetic, basic mathematical calculations, statistics, and statistical methods.

Ability to:

  • Train, assign, supervise and evaluate the work of subordinate staff
  • On a continuous basis, know and understand all aspects of the job; intermittently review and analyze work papers, reports, and special projects; identify and interpret technical and numerical information; identify, interpret, and explain policies and procedures; recall and utilize a variety of information; work under time pressure and complete a high volume of tasks, focus on a single task for long periods of time.
  • Analyze situations quickly and objectively and to determine proper course of action; exercise sound judgment in recognizing scope of authority.
  • On a continuous basis, sit at a desk or in meetings for long periods of time; intermittently twist to reach equipment surrounding desk; walk, stand, bend, stoop, squat, kneel, or twist; perform simple grasping and fine manipulation; use telephone, write, or use a keyboard to communicate through written means; lift light weight.
  • Understand, interpret, and explain complex rules and procedures.
  • Determine effective research methods; compile data and present in a form most likely to enhance understanding.
  • Organize and coordinate specific programs within the Office of the Board of Supervisors.
  • Work with various cultural and ethnic groups in a tactful and effective manner.
  • Obtain information through interview; handle multiple assignments; work with interruption; and interact tactfully and courteously with the public.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.

MISCELLANEOUS INFORMATION

Length of Probation:
This classification serves at the pleasure of the Appointing Authority and has no specific term and no right to continuous employment.

Bargaining Unit:
Confidential

CLASS: 19803; EST: 10/1/2001; REV: 4/23/2022;