Clerk

Management & Training Corporation•San Francisco, CA

6d•Hybrid

About The Position

Under the general direction of the Clerk Supervisor, the Clerk performs complex administrative and legislative work for meeting bodies associated with ABAG and MTC. The role manages assigned meeting processes, including developing agendas, circulating meeting materials for review, and posting materials in accordance with the Brown Act. The Clerk works with the Clerk Unit to advance best practices in support of the agency, Commission, and Boards, and interacts with commissioners, board members, government officials, community and business leaders, and agency staff using tact, discretion, and confidentiality where appropriate. The position may occasionally require driving for MTC business to offsite meetings or Commission assignments and delivering documents to partner agencies or county offices. Duties require work in a standard office environment, attendance at evening meetings, travel to different locations, and a varied schedule that may include evenings and weekends.

Requirements

Equivalent to completion of the twelfth grade and six years of increasingly responsible administrative or secretarial experience, or an equivalent combination of education and experience providing the required knowledge, skills, and abilities.
Familiarity with basic office and administrative policies and procedures, meeting protocol, and the Brown Act.
Ability to manage complex scheduling and meeting coordination.
Ability to operate shared file-keeping and collaboration systems, shared calendaring programs, office equipment, computers, mobile devices, meeting-room presentation equipment, and phone systems.
Ability to compose business letters using a standardized format.
General knowledge of agency bylaws and Commission procedures, and familiarity with federal, state, and local laws and codes.
Advanced knowledge of Brown Act requirements for public meetings, including deadlines, remote participation guidelines, and meeting protocol.
Proper use of English, spelling, and grammar.
Expertise with Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, and database, document, and agenda management systems such as Granicus.
Ability to work as an active team participant, organize tasks and responsibilities, work independently, show initiative, and meet critical deadlines.
Knowledge of agenda management practices, including routing for approval and posting guidelines.
Knowledge of best practices for taking and preparing minutes, including recording and transcribing proceedings using Granicus or other applicable software.
Ability to prepare ADA-accessible documents.
Knowledge of records management principles and practices, including records retention laws.
Ability to attend evening meetings, travel to different sites, and work a varied schedule that may include evenings and weekends.
Possession of a valid California Class C driver's license and a safe driving record, or ability to provide alternate transportation.

Nice To Haves

Bachelor’s degree from an accredited college or university, with major coursework in public administration, business administration, or a related field.
Four years of increasingly responsible experience equivalent to an Executive Assistant II at MTC, or six years of progressively responsible secretarial or office administrative experience, including two years as an Executive Assistant, preferably in a government agency.
Certification as a Notary Public.

Responsibilities

Assist Project Managers and other agency staff in updating resolutions for approval.
Maintain the resolution log to accurately report actions taken.
Collect agenda topics, descriptions, and associated materials from staff; facilitate routing and editing for review, approval, and posting in accordance with Brown Act guidelines.
Compose meeting minutes, condensing and paraphrasing discussions to include relevant material and accurately report proceedings.
Review documents related to actions taken to ensure documentation is complete and votes on motions and legislation are accurately recorded; document corrected or additional reports as needed.
Interpret Board and Commission bylaws, policies, rules, and regulations in response to inquiries, exercising independent judgment and understanding applicable procedures.
Interact with elected officials, commissioners, board members, agency leaders, business and community representatives, the public, and personnel at all levels.
Compose and process letters, reports, forms, and other documents.
Onboard new meeting body members.
Perform other job-related tasks and duties as assigned by the Section.