County of Alameda

DESCRIPTION

Under general direction, to assist in performing the day-to-day supervision and administrative operations of the Clerk of the Board of Supervisors’ Office, and in the absence of the Clerk of the Board to act as ex-officio clerk of the governing body of special assessment and taxing districts for which the Board acts, and to perform related duties as required.


DISTINGUISHING FEATURES

The Assistant Clerk of the Board is a single position classification in the Clerk of the Board of Supervisors’ Office, a division of the County Administrator’s Office. The position reports to the Clerk, Board of Supervisors. The position works closely with the Clerk of the Board to manage, administrate and supervise the operations of the Clerk of the Board Office, including Board Records and Assessment Appeals activities.

EXAMPLES OF DUTIES

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

1. Supervises, assigns and directs staff responsible for activities of the Clerk of the Board including receiving, forwarding, indexing, filing, certifying, microfilming and preserving all documents, papers, petitions and records presented to the Board of Supervisors or the Clerk of the Board.

2. Supervises and performs the clerical work relating to receiving, reviewing and maintaining of all official records and papers of the Assessment Appeals Board and its proceedings; may act as hearing room clerk, introducing items on the calendar and taking minutes of actions and proceedings.

3. As needed, attend meetings of the Board of Supervisors, introducing items on the agenda and directing the recording, administering and maintaining of the official records of the Board actions and proceedings; advises the Board on procedural requirements for taking complete and correct actions; ensures conformance with various laws.

4. Coordinates information technology programs and improvements.

5. Develops and maintains standards for work performance and keeps work performance records.

6. Recommends to the Clerk of the Board on staff hiring, change of assignments/duties, promotions, demotions, transfers, suspensions or termination.

7. Functions as office manager and directs staff on operational activities (e.g., ordering supplies, etc.).

8. Assists in training and evaluating the work of staff.

9. Supervises the preparation of, or prepares ordinances, resolutions and other official actions and authenticates them with his/her signature and with the official seal of the County.

10. Executes orders of the Board as directed; supervises the preparation of resolutions and minute orders. Interprets the actions of the Board to departments and districts, and to the public when required by law or policy.

11. Functions as a team member with the Board, its staff members, the County Administrator’s Office, and County departments.

12. Directs the drafting of special or unusual resolutions, minute orders, and related correspondence which interpret the actions of the Board.

13. Assists in the issuing of school and other bonds; the receiving, opening and awarding of bids for school and other bonds, and for County construction projects and the receiving, executing, indexing and maintaining of all contracts and agreements and their supporting bonds.

14. Answers difficult questions from the public concerning the County and the work of the department; deals with inquiries and complaints directed to the Board personally or directs them to the proper source for handling; gives other information related to the interpretation of the actions of the Board to departments and other interested parties.
15. Assists the Clerk with departmental budget reviews/recommendations.

16. Maintains budget accounting and controls for department; advises the Clerk on the status of accounts and any problem areas.

17. Coordinates with the Human Resource Services department on personnel policies and procedures; is involved in other personnel activities such as classification reviews, and selection of personnel.

18. Establishes controls, and evaluates the operation of overall departmental policy, programs, and procedures to ensure accomplishment of departmental objectives and to ensure the highest level of customer service.

19. May take the lead or coordinate Public Record Act requests.

20. May represent the department on specific administrative matters in dealings with other departments and agencies; participates in meetings and conferences including some evening meetings; answers requests for information.

21. In the absence of the Clerk of the Board, acts as Administrator and Clerk of the Assessment Appeals Boards, as Clerk of the Alameda County Flood Control and Water Conservation District, Surplus Property Authority, Public Facilities Corporation, Industrial Development Authority, IHSS Public Authority, City Selection Committee and the Alameda County Redevelopment Agency.

22. Screens documents received; directs preparation of agenda, and procures logistical requirements for Board meetings.

MINIMUM QUALIFICATIONS

Either I

Experience
The equivalent of two years full-time experience in the class of Clerk of the Board Services Manager in the Alameda County classified service.

Or II
Education
Possession of a Bachelor’s degree from an accredited college or university in a related field.

And
Experience
The equivalent of five years of administrative management experience which would provide the knowledge and abilities listed below. Experience working at supervisory or lead level within a Clerk of the Board function may be substituted for the required education on a year-for-year basis.

Or III

Experience
A combination of training, education and experience that is equivalent to one of the patterns listed above that will provide the required knowledge and abilities.


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:

• Sections of the Government Code covering the duties of the Clerk of the Board of Supervisors’ Office and various other pertinent legal references.
• Duties and powers of the Board of Supervisors as imposed by law.
• Alameda County Ordinance and Administrative Codes.
• Office administration methods and good supervisory practices.


Ability to:

• Maintain accurate and organized records.
• Plan, organize, and supervise the work of the department.
• Maintain cooperative and working relationships with County officials and the public.
• Express in writing and prepare documents Minute Orders, directives and resolutions of the Board of Supervisors.
• Direct staff in providing a responsive customer service orientation.
• Analyze situations and adopt an effective course of action.
• Speak effectively in public.
• Develop innovative and creative processes.
• Effectively respond to politically sensitive issues.
• Effectively utilize good interpersonal and communication skills.
• Be assertive and demonstrate tact and diplomacy.

CLASS SPEC HISTORY

SA: jc
Old Spec: 1008h
4/30/98
New Spec: 1008
Jc updated: 7/3/00
CSC Date: 5/27/98
AM: po Admin. Change10/4/06
RE:cs Revised 12/23/11
CSC Date: 1/25/12

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.