Deputy/Senior Deputy - Clerk of the Board

Ventura County • Ventura, CA

5d • Onsite

About The Position

The Clerk of the Board is responsible for several areas of governmental service and is committed to providing excellent customer service and transparency while ensuring the integrity and accessibility of public records for the entities that we serve. The Clerk of the Board is the official Custodian of Record for each of the following entities: Board of Supervisors, Assessment Appeals, Air Pollution Control Board, City Selection Committee, Fire Protection District Board of Appeals, Election Advisory Committee and the Ventura County Consolidated Oversight Board. The Clerk of the Board also maintains County Ordinances, Statements of Economic Interests/Form 700 Filings, and the Conflict of Interest Code Biennial Notices.

Under general supervision (Deputy Clerk of the Board) and under limited supervision (Senior Deputy Clerk of the Board), performs a wide variety of skilled administrative and complex processing tasks utilizing many computerized systems in order to maintain official records and files; processes legal documents; processes assessment appeal applications; processes Statements of Economic Interest/Form 700 filings; administers the Conflict of Interest Code; manages information regarding Boards and Commissions; responds to public records requests, processes agendas and minutes for various boards and commissions, clerks meetings, and provides excellent customer service in person, over the telephone, and in writing. The Deputy Clerk of the Board differs from the Senior Deputy Clerk of the Board in the level and complexity of assignments requiring journey, and advanced journey skill levels. The Deputy Clerk of the Board classification has less scope and focuses on processing materials with fewer regulations than the Senior Deputy Clerk of the Board classification.

Requirements

• Possess intermediate skills using software applications, including Adobe Acrobat Professional, Microsoft Office, and meeting management software applications, such as Granicus.
• Be skilled at organizing, prioritizing, and scheduling workload to meet strict deadlines
• Be skilled at establishing effective working relationships with Board members, management, employees, public/private/municipal/State/Federal representatives
• Have knowledge of various governmental codes applicable to council, boards, commissions and/or committees
• At least three (3) years of increasingly responsible office clerical work and college coursework in business, public administration, or related field (Deputy Clerk).
• Office clerical work experience must have included the processing and maintenance of records and files using automated systems in an administrative capacity (Deputy Clerk).
• At least one (1) year of experience must include working in a Clerk's Office of a governing, advisory, or quasi-judicial board/council office (Deputy Clerk).
• Work experience must include at least one (1) of the following: clerking the meetings; documenting actions/orders/minutes of the meeting; preparing agendas and/or other meeting documents; processing Form 700s; reviewing/processing Conflict of Interest Codes (Deputy Clerk).
• At least two (2) years of experience working with Assessment Appeals and a working knowledge of the California State Board of Equalization Rules; Property Tax Rules, Revenue and Taxation Code, and parliamentary procedures (Senior Deputy Clerk).
• At least two (2) years of experience working in a Clerk's Office of a governing, advisory, or quasi-judicial board/council office (Senior Deputy Clerk).
• Work experience must include, clerking the Board of Supervisors meetings; documenting actions/orders/minutes of the meeting; preparing agendas and/or other meeting documents; processing Form 700s; reviewing/processing Conflict of Interest Codes (Senior Deputy Clerk).
• Possession of and ability to maintain a California driver license
• Intermediate proficiency in the Microsoft Office applications of Word, Excel, PowerPoint, Outlook and Teams
• Intermediate proficiency in Adobe Acrobat Professional
• Ability to lift up to 30 pounds unassisted
• Working knowledge of: various governmental codes applicable to council, boards, commissions and/or committees, such as Conflict of Interest Codes/Form 700s, Maddy Act, California Public Records Act, the Brown Act; Board Policies, County Codified Ordinance Code, and FPPC Regulations; County organization and operating policies and procedures; assessment appeals applications; automated agenda, meeting management applications (i.e. Granicus), and/or document management systems; California State Board of Equalization Rules, Property Tax Rules, Revenue and Taxation Code.
• Considerable knowledge of: clerking board/commission meetings; parliamentary procedures; standard office procedures, practices and protocols; indexing and filing rules and systems.
• Skilled in: communicating effectively orally and in writing; intermediate proficiency in Microsoft Office applications Word, Excel, PowerPoint, Outlook and Teams; intermediate proficiency in Adobe Acrobat Professional; organizing, prioritizing, and scheduling workload to meet strict deadlines; analyzing information and formulating recommendations; entering, recording, storing, organizing and retrieving data and information stored in an automated records management system; composing correspondence and routine reports; providing excellent customer service.
• Ability to: maintain accurate records and record-keeping systems; perform a variety of work under pressure due to competing demands that may have various time constraints / deadlines; analyze and process information with accuracy; utilize good judgment and decision-making; work independently.

Nice To Haves

• Bachelor's degree in Business Administration, Public Administration, Public Policy, or a related field.
• Certified California State Board of Equalization Clerk of the Board Staff training or Certified Clerk of the Board (CCB), Certified Municipal Clerk (CMC), or Master Municipal Clerk (MMC)
• Spanish speaking skills

Responsibilities

• Reviews and processes Statements of Economic Interest, Form 700, for which the Clerk of the Board is the Filing Officer; following Fair Political Practices Commission (FPPC) regulations
• Prepares and distributes notices related to Statements of Economic Interest, Form 700 based on FPPC guidelines including Non-Filer Enforcement Packet for submission to the FPPC
• Interacts and effectively communicates professionally with members of the public, elected/appointed officials, department/agency directors, and other high-profile individuals
• Processes and maintains pertinent records, which may include typing, filing, preparing, and mailing correspondence and notices, exhibits, and data-related notes
• Receives and records legal documents served, and distributes reports to County departments
• Prepares special and periodic reports which involves compiling data from several sources
• Receives and responds to the public, County staff, and outside agencies or representatives with records requests in compliance with statutory deadlines; explains rules and regulations; resolves problems and complaints; provides general procedural information exercising tact and discretion when distinguishing between, and with consideration of, sensitive or protected and public information
• Prepares, publishes, and posts the agenda and notices for the respective Boards/Commissions adhering to the appropriate governing rules, regulations, legal requirements, timing deadlines, and restrictions
• Clerks meetings for assigned Boards/Commissions, following parliamentary procedures; records actions of the Board/Commission; prepares summary action minutes and minute orders
• Assists the public with assessment appeal information and processes assessment appeal filings
• Compiles, distributes, and files minutes after accurately recording meeting proceedings
• Processes Conflict of Interest Codes approved by the Couty of Ventura Board of Supervisor and updates Disclosure Docs application
• May at the Deputy level or will at the Senior level review and process Assessment Appeal applications ensuring they are adhering to the State Board of Equalization Revenues and Taxation Code and Rules
• Processes hearing confirmations, withdrawals, continuance requests, and requests for reconsideration (Senior Deputy level only)
• May oversee processes such as Public Record Acts and provide guidance for more complicated journey level work efforts working independently and exercising critical thinking and judgment (Senior Deputy level only)

Benefits

• General Salary Increase: A general salary increase of 3.5% effective on December 20, 2026, and 3.5% effective December 19,2027.
• Educational Incentive: Completion of an associate degree (2.5%), bachelor's degree (3.5%), OR graduate degree (5%) not required for the position.
• Annual Leave/Accruals Redemption: A candidate selected for this position will earn 208 hours per year, increasing to 288 hours after 5 years of service and has the ability to "cash in" or redeem up to 100 hours of Annual Leave per year after taking 80 hours in the preceding 12 months.
• Deferred Compensation: 401(k) Shared Savings Plan and/or Section 457 Plan, with up to a 3% match on your 401(k) contributions.
• Health Plans: You are afforded an annual flexible credit allowance of up to $26,626 for purchasing medical, dental, and/or vision insurance from a group of authorized plans.
• Flexible Spending Accounts: Pre-tax benefit towards eligible medical, dental and vision care expenses.
• Pension Plan: Both the County and you contribute to the County's Retirement Plan and to Social Security. If you are eligible, you may establish reciprocity with other public retirement systems such as CalPERS.
• Bilingual Incentive: Proficiency levels by exam are $.69 per hour (Level I), $1.00 per hour (Level II), or $1.32 per hour (Level III).
• Holidays - 13 paid days per year, which includes a scheduled floating holiday.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree