Assistant Deputy Clerk of the Board

SBCTA•San Bernardino, CA

3d•Onsite

About The Position

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County. Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront. For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I. This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively. SBCTA calls the historic San Bernardino Santa Fe Depot home. Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation. Under general supervision, assists the Clerk of the Board/Administrative Manager in overseeing and performing functions of the day-to-day operations of the Clerk of the Board’s Office, administrative office support services, and related programs, services, and activities; provides responsible administrative support to the Clerk of the Board/Administrative Manager, Deputy Executive Director, Executive Director, and boards, committees, and commissions; and performs related duties as assigned. Receives general supervision from the Clerk of the Board/Administrative Manager and the Deputy Clerk of the Board. Exercises no supervision over staff. This is the entry and developing professional level in the Deputy Clerk of the Board series. Incumbents perform administrative, operational, and meeting-support duties of moderate complexity while building proficiency in procedures, statutes, and practices governing the Clerk of the Board’s Office. Assignments are given with general supervision and require sound judgment, attention to detail, and the ability to learn and apply established policies and processes. As experience is gained, incumbents are expected to demonstrate increasing independence in planning prioritizing and performing work. Completed assignments are reviewed for accuracy, compliance, and adherence to established standards.

Requirements

Equivalent to the completion of the twelfth (12th) grade
Three (3) years of experience performing increasingly responsible clerical or administrative support duties in support of a Clerk’s Office.
Principles, practices, and procedures related to public agency recordkeeping and the Clerk functions.
Meeting protocols, parliamentary procedures, and proper conduct and reporting of actions taken by a legislative body.
Functions, authority, responsibilities, and limitations of an elected Board of Directors.
Principles, practices, and procedures related to office management and support services.
Basic knowledge of audio/visual technologies and digital streaming platforms used to support Brown Act meetings.
Records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
Research, data collection, and reporting techniques, methods, and procedures.
Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
Methods of preparing and processing various records, agendas, reports, forms, contracts, and agreements.
Principles of providing functional direction and training.
Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
Techniques for providing a high level of customer service, by effectively working with the vendors and staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Inspect the work of others and maintain established quality control standards.
Identify and implement effective course of action to complete assigned work.
Train staff in proper work procedures.
Assist in developing and implementing goals, objectives, policies, procedures, and work methods.
Assist in the administration oversight of the daily operations of the Clerk of the Board’s Office; and perform varied and responsible Board and administrative support work, requiring the use of independent judgment and discretion.
Oversee and coordinate maintenance of the official records of the agency.
Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials.
Coordinate and facilitate effective meetings and public participation.
Research, analyze, and summarize information from a variety of sources.
Understand the organization and operation of the agency to assume assigned responsibilities.
Interpret, apply, and explain applicable federal, state, and local policies, procedures, laws, and regulations and agency policies and procedures relevant to work performed.
Maintain a variety of filing, record keeping, and tracking systems.
Use tact, initiative, and independent judgment within general policy and procedural guidelines and legal requirements.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Responsibilities

Assists in the oversight of the daily operations of the Clerk of the Board’s Office, including public records, records management, support services, and special projects; assists in implementing goals, objectives, policies, and priorities for the Office; formulates, recommends, and implements, upon approval, policies and procedures.
Assists in developing and standardizing procedures and methods to improve and continuously monitor the efficiency and effectiveness of the Office, service delivery methods, and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.
Provides audio/visual support for all Brown Act meetings; adjusts camera angles using established presets; performs camera calibration; assists with zoom functions; and other support to ensure meetings run smoothly.
Reviews and approves final agendas; reviews staff reports and related documentation for content, accuracy, and compliance; oversees the posting and distribution of agenda packets and related information; monitors agenda item workflow and ensures completion in accordance with government code requirements and legal deadlines.
Assists in the administration of the agency-wide records management program; ensures legally compliant retention schedules for records; assists in developing and updating records retention policies and procedures.
Receives and responds to public records requests; evaluates requests and determines need for legal counsel review; works with appropriate staff to respond to requests; reviews responses to ensure compliance with requirements.
Ensures public records are open to inspection at all times during office hours and a person’s rights to inspect public records are upheld; supports staff in making documents available for policy and public review.
Provides consultation and guidance to management and staff on and ensures compliance with the Ralph M. Brown Act, Public Records Act, Freedom of Information Act, and public meeting requirements, as well as policies and procedures.
Attends Board meetings and ensures the recording of all official proceedings.
Assists with preparing and processing State of California Statement of Facts filings, Form 700 filings, and other required filings.
Researches, compiles, analyzes, and summarizes information and data from various sources on a variety of topics; prepares and assembles reports and other informational materials.
Composes, formats, prints, copies, sorts, and/or distributes various correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
Provides responsible support to the Clerk of the Board/Administrative Manager, Board of Directors, and other management in areas of expertise; performs various research and/or special projects as assigned.
Oversees and directs the organization and maintenance of accurate and detailed databases, files, and records; inputs and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; identifies and reports findings and takes necessary corrective action.
Performs other duties as assigned.