Assistant Clerk of the Board

Foothill/Eastern•Irvine, CA

2d•Onsite

About The Position

Under general direction of the Clerk of the Board, the Assistant Clerk of the Board performs a variety of highly responsible, complex, confidential administrative, technical, and related duties in support of the Boards of Directors and Committees of the Transportation Corridor Agencies (TCA). The Assistant Clerk serves as the Clerk of the Board’s principal deputy and second‑in‑command and is expected to develop the knowledge, skills, and professional judgment necessary to assume the duties of Clerk of the Board to ensure continuity of governance operations.

Requirements

Principles and procedures of records management, storage, retrieval, and retention.
Knowledge of Robert’s Rules of Order.
Knowledge of public agency governance, open meeting laws, public records requests, and Fair Political Practices laws.
Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Strong written and verbal communication skills.
Ability to exercise sound judgment, discretion, and diplomacy.
Ability to coordinate the reservation and preparation of meeting rooms.
Compose correspondence and reports independently or from brief instructions.
Effectively represents the department and the Agencies in meetings with individuals or other entities.
Independently work under pressure and meet deadlines.
Exercise a high degree of initiative.
Plan and organize work independently of specific instructions to meet schedules and deadlines.
Handle sensitive situations with tact, discretion, and diplomacy.
Competent and ethical use of technology including but not limited to computers, Artificial Intelligence and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.

Nice To Haves

Associate’s degree in related coursework is desired
Bachelor’s degree in related coursework preferred.
Three (3) years plus of progressively responsible public administration experience, including taking minutes, explaining policies, procedures, and regulations to staff and the public.

Responsibilities

Performs a variety of administrative and support tasks as necessary in assisting the Clerk of the Board in managing the day-to-day functions of the office.
Assists in coordinating the production and distribution of meeting agendas, agenda packets, staff reports, and supporting documentation for Board and Committee meetings.
Attends Board and Committee meetings; records actions and assists in preparing official minutes.
Assists with compiling and reviewing records in response to Public Records Act requests.
Supports compliance with the Brown Act, Public Records Act, and Fair Political Practices requirements.
May assign tasks to and train administrative or clerical staff.
Assists in developing procedures, workflows, templates, and tracking systems.
Administers Oaths of Office to appointed officials.
Assists the City Clerk in organizing and administering the filing of Statements of Economic Interests.
Schedules meetings, coordinates arrangements, and sets up meeting rooms.
Assists with ensuring quorums for all public meetings.
Acts for the Clerk of the Board in the Clerk’s absence or as directed.
Performs other duties as assigned or required.