Clerk of the Board/Executive Assistant

Central Coast Community Energy • Monterey, CA

2d • Hybrid

About The Position

Central Coast Community Energy (3CE) is seeking a Clerk of the Board/Executive Assistant. Under the CEO’s supervision, the role serves as the official Board Secretary, managing official agency records and public meeting administrative functions. The position helps ensure compliance with public meeting laws, including California’s Ralph M. Brown Act, maintains records related to the Fair Political Practices Commission, and serves as a communication link among elected officials, member jurisdictions, agency staff, and the public.

The role also provides administrative support to the Chief Executive Officer and assists senior executive officers with coordinating departmental or agency-wide special projects. Assignments are often unique and non-routine, requiring independent coordination, judgment, and decisions about approach, priorities, resources, and sensitivity. The incumbent is expected to exercise discretion, protect confidential information, maintain an executive-level presence, and promote collaboration while communicating strategic direction across the agency. Depending on staffing needs, the position may select, assign, train, and provide day-to-day direction to clerical or administrative support staff.

The position is hybrid, based in Monterey, Soquel, Santa Barbara, or San Luis Obispo, California. Current remote workdays are Mondays and Thursdays, or employees may elect a 9/80 schedule with alternating Fridays or Mondays off, as designated by the CEO. Professional hours may include evenings and weekends.

Requirements

• Any combination of education and experience that provides the required knowledge and abilities; typically equivalent to a bachelor’s degree from an accredited college or university in business administration or a related field and four years of responsible clerical experience involving considerable initiative, attention to detail, and independent judgment.
• Knowledge of technology, systems, and software for computerized information management; data processing applications; and modern office management principles.
• Knowledge of office administration and secretarial practices, business correspondence, English usage, grammar, spelling, vocabulary, and punctuation.
• Knowledge of municipal or government agency management, including Brown Act rules and regulations.
• Knowledge of records management, research methods, business mathematics, financial record keeping, and report production.
• Knowledge of customer service practices for addressing sensitive or confidential matters with the public in person and by telephone.
• Ability to independently exercise judgment and initiative in coordinating unique, non-routine, or sensitive projects with minimal supervision.
• Ability to recognize sensitive or political issues and understand the organizational implications of decisions.
• Ability to select, train, assign, and supervise clerical or administrative support staff, as assigned.
• Ability to learn the role, organization, policies, and procedures of the Board of Directors and 3CE, and to interpret and explain rules, regulations, and policies.
• Ability to perform technical and responsible office administrative work independently and accurately.
• Ability to safeguard confidential and highly sensitive records and information and record information accurately.
• Ability to retain and recall information, respond to inquiries, search files, and retrieve data efficiently.
• Ability to organize, plan, and prioritize workload, adapt to changing assignments, and meet critical deadlines under pressure.
• Ability to problem-solve, compile and analyze data, and exercise sound judgment.
• Strong interpersonal and communication skills, including verbal, written, and presentation communication.
• Ability to establish and maintain effective working relationships with people encountered in performing the duties.
• Ability to type at a rate sufficient to perform assigned duties.
• Ability to use databases, spreadsheets, web interfaces, and internet applications as required by the assignment.
• Ability to communicate effectively in English and respond courteously, efficiently, and accurately to information requests.
• Willingness to work professional hours that may include evenings and weekends.
• Valid Class C California driver’s license and a safe driving record, or the ability to provide alternate transportation as approved by the CEO.

Nice To Haves

• Previous experience serving as a board clerk is preferred but not required.

Responsibilities

• Coordinate special or unique projects assigned by the CEO or Board of Directors, independently determining the approach, priorities, and resources needed.
• Prepare correspondence, reports, resolutions, and other official documents from brief instructions, general direction, or transcription, with minimal review.
• As assigned, select, assign, train, schedule, and supervise clerical or administrative support staff and review the quality and timeliness of their work.
• Prepare for and coordinate Operations/Policy Board, committee, and Community Advisory Council meetings, including notifications, attendance tracking, quorum planning, and agenda review meetings with Board chairs.
• Prepare draft agendas from staff submissions, compile final agendas and supplemental materials, maintain the agenda management system, and communicate deadlines to staff.
• Review agenda-item supporting documents for discrepancies, relevance, and compliance with legal requirements and 3CE procedures; prepare resolutions and staff reports as needed.
• Record and prepare Board meeting minutes, documenting discussion, motions, and votes, and review draft minutes for accuracy, grammar, terminology, spelling, and sentence structure.
• Respond to public inquiries in person, by phone, and by email, and route inquiries to appropriate 3CE staff.
• Coordinate with General Counsel on legal requirements, including the Brown Act, public records, and public noticing.
• Maintain relationships with officials in Board member jurisdictions to facilitate information flow; coordinate remote meeting locations and noticing, and arrange Board members’ travel and remote meeting attendance.
• Post and update meeting materials and Board-approved documents on 3CE’s website.
• Follow up on Board decisions, including notifying interested parties, obtaining required signatures, and finalizing documents for official filing.
• Maintain records of Board actions, including minutes and resolutions, and ensure Board-related records are maintained according to 3CE rules and policies.
• Provide Board Directors, committees, and staff with logistical support for meetings, presentations, and events, including arranging locations, rooms, amenities, and materials.
• File applicable amendments to governing documents with the State of California when needed.
• Research, compile, and organize information and official records for Board members, 3CE staff, and the public.
• Provide administrative support to the CEO, including coordinating travel and scheduling as needed.
• Perform routine administrative tasks, including duplicating, photocopying, and assembling bulk mailings.
• Work with administrative personnel to maintain office supplies and equipment and meet the needs of Board members and staff.

Benefits

• Employer contributes 10% of salary toward the PARS retirement system; employees contribute 10% pre-tax.
• Employer-paid health coverage: 90% of employee-plus-family coverage and 100% of single medical, dental, and vision coverage.
• Up to $2,400 annually toward flexible spending benefits and $3,600 toward an HRA.
• $1,000 per fiscal year for health, wellness, or EV reimbursement.
• 457 deferred compensation plan.
• 180 hours of PTO annually, accrued each pay period.
• $50 monthly cell phone allowance.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior