County of Alameda

DESCRIPTION

Under general supervision, to assist the Clerk, Board of Supervisors and/or Assistant, Clerk, Board of Supervisors with special projects related to the duties of the Clerk of the Board of Supervisors Division of the County Administrator’s Office; and to perform managerial responsibilities and related duties as required.

DISTINGUISHING FEATURES

This is a one-position classification located in the Clerk of the Board of Supervisors Department. The incumbent assists the Clerk of the Board and his/her Assistant with administrative and managerial duties related to the Board of Supervisors agenda Assessment Appeals Board, claims against the County, the Public Records Act, conflict of interest filings, excess proceeds, and other special projects as necessary.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Acts as clerk at complex and/or controversial board meetings or other public events and the preparation thereof. May supervise and perform work relating to receiving, reviewing and maintaining all official records of the Board of Supervisors, Assessment Appeals Board, Legal Hearing Officer and their proceedings; may act as hearing room clerk, introducing items on the calendar and taking minutes of actions and proceedings.

2. Maintains databases for the Clerk to implement and monitor projects and to track the budget.

3. Analyzes and organizes office operations and procedures and makes recommendations for improvements.

4. Assists with the development of a strategic plan, staffing oversight and staff development issues.

5. Assists with special projects; prepares activities reports for guidance of management.

6. Maximizes office productivity through the efficient use of appropriate software applications.

7. Formulates procedures for the systematic retention, protection, retrieval, transfer and disposal of records.

8. Assists in the maintenance of budget accounting and controls for the department.

9. Prepares memos, letters and reports as needed.

10. Assists in management analysis functions for departmental management.

11. Makes recommendations on administrative policies and procedures; may implement or assist in the implementation of policy changes.

12. May supervise staff in the Clerk, Board of Supervisors Department.

MINIMUM QUALIFICATIONS

Education:

The equivalent of graduation from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business or public administration or a field related to the work.

(Additional professional or paraprofessional administrative support experience may be substituted for the education on a year-for-year basis.)

AND
Experience:

The equivalent to two years of full time secretarial or office administrative experience which must have included some combination of document review and processing, administrative or financial recordkeeping and/or office management.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Principles of public administration and personnel management.
• Computer hardware and software relevant to the duties performed.
• Principles and techniques of organizational and management analysis.
• Modern office management practices and techniques.
• Effective work planning and organization and prioritization.
• Public personnel, purchasing and contract administration techniques.
• Administrative analysis and report preparation.
• Public relations and interpersonal skills in dealing with sensitive issues.

Ability to:

• Carry out Board of Supervisors and Departmental policies and procedures.
• Communicate effectively orally and in writing with other staff, agencies and departments and the public.
• Works independently and serve effectively as a member of a management team.
• Manage a variety of administrative functions such as contract monitoring.
• Prepare clear and accurate reports.
• Exercise sound judgment within established policies and guidelines.
• Plan and conduct complex administrative and operational studies.

Core Competencies:

• Oral Communication - Includes person to person and presentations before large groups.
• Written Communication - Includes daily correspondence and more complex reports/presentations.
• Decision-making - Includes making decisions that further the goals and needs of the County; includes using business acumen in making decisions that build a strong organization which delivers the highest level of service to diverse customers.
• Establish and maintain effective working relationships with staff, officials and the general public, including diverse individuals and groups.
• Analytical and Problem Solving - Includes using vision, strategy, and innovation to deal with and implement change.
• Planning and Organization - Includes using vision, strategy and innovation to maximize resources.
• Interpersonal Sensitivity - Includes fair treatment of all persons in both oral and written communication.

CLASS SPEC HISTORY

BG:pf 9/25/01
New doc: 0224.doc
CSC date: 9/26/01
AM:po Revised 5/11/07
CSC Date: 6/20/2007