Clerk of the Board

Oakland Housing Authority•Oakland, CA

1d•Onsite

About The Position

The Clerk of the Board facilitates and manages the day-to-day administrative affairs of the Executive Office. This role plans, directs, and may assist with the activity coordination of subordinate administrative staff, and provides complex, highly responsible administrative support to the Board of Commissioners and related affiliate boards. The Clerk of the Board provides overall support to the Executive Director and, on behalf of the Executive Director, supports the Board of Commissioners for meeting operations and meeting the requirements designated by the Agency Bylaws and California regulations.

Requirements

A bachelor’s degree from an accredited university in business or public administration, communications, or a related field.
Five (5) years of increasingly responsible executive-level administrative or secretarial experience.
Two (2) years of experience working at a supervisory or lead level.
Possession of a valid California driver’s license as a condition of initial and continued employment in this classification.
Must have and maintain an insurable driving record.
Knowledge of The Brown Act, Public Records Act, and Freedom of Information Act, local ordinances, federal and state laws, rules and other legal requirements.
Knowledge of Principles, problems and methods of public administration and records management.
Knowledge of Office management principles; methods and procedures.
Knowledge of Excellent inter-personal and team participation skills, oral and written communication skills.
Knowledge of Internet research skills, and proficiency with Microsoft Office Suite (Microsoft Word, Outlook, OneNote, PowerPoint, Excel) agenda-management software such as Granicus, Visio, DocuSign, and tele- and video conference programs, i.e. Zoom.
Ability to Supervise staff.
Ability to prepare Agency Board agenda packets.
Ability to Analyze and interpret complex legal documents.
Ability to Reason logically and analyze problems of organization and management.
Ability to Analyze administrative problems.
Ability to Independently carry out assignments without detailed instructions.
Ability to Communicate effectively, both orally and in writing (or with audio and visual capacities).
Ability to Operate a computer and standard business software.
Ability to maintain confidentiality.

Nice To Haves

Experience in dealing with elected officials is highly desirable.
Certified Municipal Clerk designation preferred.
Bilingual in ASL, Mandarin, Cantonese, Vietnamese and/or Spanish are a plus.
Equivalent combination of education, training and experience will be considered.

Responsibilities

May assist with assigning, supervising, and reviewing the work performance and product of subordinate staff, including the administrative assistant and temporary staff.
Establishing goals and deadlines and successfully achieving desired outcomes for the department.
Providing leadership and staff direction to ensure high-performance, a customer service-oriented environment that supports the Agency’s mission.
Creating and managing initiatives and projects that further the Executive Office and Agency’s overall goals.
Developing, implementing, monitoring, and revising Executive Office policies, procedures, and standards.
Managing the Executive Office budget preparations and maintenance.
Identifying opportunities for cost savings, better efficiency, and other improvements.
Preparing, negotiating, analyzing, and reviewing contracts for equipment, supplies, materials, services, and products.
Managing vendor contracts, purchase orders, and payments for the Executive Office.
Conducting special studies, research, preparation of administrative reports, and other materials.
Serving as the Clerk of the Board and performing all operational duties related to supervising, coordinating, preparing, and posting the board meeting agenda and agenda packets.
Coordinating, attending, and facilitating Board meetings and project-related meetings as necessary and taking minutes of meetings as requested.
Acting as a liaison between the Board of Commissioners, government officials, and members of the public in response to inquiries.
Interacts and communicates effectively and professionally with high-level government officials, residents, Authority leadership, attorneys, auditors, vendors, and employees in all departments and divisions assigned.
Managing the operations of the Authority’s records management, retention, and disposition policy and program in accordance with state and federal regulations, including maintaining legal compliance with required retention schedules for Board of Commissioners’ documents.
Receives and monitors legal requests for public records.
Researching Commission documents, historical information, and other information as needed.
Initiates follow-up procedures to ensure that projects are completed and deadlines met; follows up on actions authorized by the Board.
Ensuring compliance with local, state, and federal laws pertaining to public records, statements of economic interest and Board member elections.
Performs related duties and responsibilities, as required.