Under direction of the Clerk of the Board, provides assistance to the Clerk of the Board in all aspects of the Clerk of the Board’s activities; supervises the work of assigned staff; works on specialized assignments, projects, and programs as determined by the Clerk of the Board; and does related or other work as required.
CLASS CHARACTERISTICS
Chief Deputy Clerk of the Board is exempt from the San Joaquin County Civil Service System and is an at-will, single-incumbent classification. Chief Deputy Clerk of the Board performs a supervisory role in the Clerk of the Board’s’ Office and acts in the absence of the Clerk of the Board. The position is responsible for performing the full range of Clerk of the Board functions as well as providing oversight and supervision over those functions as assigned. Chief Deputy Clerk of the Board exercises 1) a high degree of confidentiality, 2) a high level of technical expertise in the various assignments, 3) independent judgment, and 4) appropriate decision making.
TYPICAL DUTIES
This specification is a general guideline for the class. The statements below are not restrictive and the responsibilities and duties assigned to a position in this class may expand beyond those identified in the specification.
Assists the Clerk of the Board in providing support to San Joaquin County boards and commissions such as the Board of Supervisors, Assessment Appeals Board, City Selection Committee, and Countywide Oversight Board; coordinates and attends meetings as necessary; assists with proper noticing of meetings; assists with preparing and distributing agendas; takes and transcribes minutes; calls roll; reads correspondence into the record, marks exhibits, and administers the oath to witnesses when necessary.
Serves as the specialist representative on behalf of the Clerk of the Board in support of the Assessment Appeals Board; ensures proper adherence to appeals processes and procedures; keeps informed of and applies regulations of California Revenue and Taxation Code as related to assessment appeals.
Assists in the planning, coordinating, and supervising of staff and functions in the department; acts the absence of the Clerk of the Board; assigns work and evaluates staff as required.
Oversees and participates in the receipt and processing of applications, permits, petitions, public records act requests, and appeals to the County.
Oversees and maintains rosters of boards and commissions, notifies Clerk of the Board prior to expiration of appointments; advertises vacancies and accepts and processes applications for appointment.
Provides assistance and advice to representatives of other departments, agencies, employee organizations, community groups and the public regarding items presented to the Board of Supervisors as required; tracks pending legislative developments, reviews and suggests departmental actions based on new legislation.
Provides training to staff, County departments, and public and private agencies in the procedures and processes of the Clerk of the Board. Participates in the development of policies and procedures and forms for the Clerk of the Board; prepares correspondence and various reports; may participate in the development of the department budget.
Participates in the general clerical and administrative tasks required to support the Clerk of the Board operations.
MINIMUM QUALIFICATIONS
DESIRABLE QUALIFICATIONS
License: Possession of a valid California driver’s license.
Certificates: Possession of a CCB certificate (Certified Clerk of the Board) or CMC certificate (Certified Municipal Clerk) preferred.
Education: Graduation from an accredited four year college or university with major course work in public administration, business administration, or related field.
AND
Experience: One year of responsible supervisory, administrative, or office management experience working with governmental boards and commissions, preferably in a County Clerk of the Board Office.
OR
Experience:Three years experience in a County, City, or Municipal Clerk of the Board Office at a level equivalent to San Joaquin County’s Deputy Clerk of the Board II classification.
Substitution: Additional qualifying experience may substitute for the required education on a year-for-year basis.
KNOWLEDGE
Policies and procedures of public agencies, including the role of elected officials; laws, policies, and procedures pertaining to the Board of Supervisors, function and organization of county government; current general office practices, procedures and office automation, principles and practices of effective public relations; effective customer service techniques; automated filing and recordkeeping systems; standard correspondence and report formats; general legal terminology; basic training techniques; federal, state, and local laws, codes, ordinances, regulations, policies; principles of effective supervision and training.
ABILITY
Coordinate and supervise activities and function of the Clerk of the Board; maintain a high degree of confidentiality, initiative, integrity, accountability and good judgment; communicate clearly and concisely, both orally and in writing; work under pressure and meet deadlines; compose correspondence; deal tactfully and courteously with representatives of County departments, outside agencies, the general public, and the press; develop and implement policies and procedures; analyze difficult administrative and personnel problems and make recommendations; respond effectively to inquiries and complaints in sometimes stressful and sensitive situations; utilize a computer and associated software in accomplishment of job assignments; compose meeting minutes and summaries that accurately reflect board actions and intent; establish and maintain effective working relationships with others.
PHYSICAL/MENTAL REQUIREMENTS
Mobility—frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting—frequently 10 pounds or less; occasionally 5 to 30 pounds; Visual—constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking—frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological—frequent decision making, concentration, and public contact; Special Requirements--some assignments may require working weekends, nights, and/or occasional overtime; Environmental—occasional exposure to varied weather conditions.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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