Senior Recording Secretary/ Recording Secretary

City of Thousand Oaks • Thousand Oaks, CA

3d • Onsite

About The Position

The City of Thousand Oaks is hiring a Recording Secretary/Senior Recording Secretary who is highly organized, detail-oriented, and thrives in a fast paced, deadline driven work environment. The Recording Secretary/Senior Recording Secretary will perform a variety of clerical duties to support assigned commissions, boards, and/or committees, including the Planning Commission. The Recording Secretary/ Senior Recording Secretary is responsible for a range of administrative support functions including agenda preparation, legal notifications, attending public hearings, and preparing minutes, resolutions, and ordinances. This role offers an opportunity to support important City meetings and public processes by preparing agendas, legal notices, minutes, resolutions, ordinances, and other official documents. It provides valuable municipal government experience in a visible administrative role supporting commissions, boards, committees, public hearings, and formal meeting procedures. The work environment is professional and service-focused, where organization, attention to detail, confidentiality, sound judgment, and clear communication are essential to success.

Requirements

• 4+ of increasingly responsible office administrative or secretarial experience
• Experience in a municipal government setting and/or in providing support to governing bodies in a municipal government setting
• Equivalent to completion of twelfth grade education, supplemented by specialized or college level course work in business administration, office management, or a related field
• A valid class C California driver’s license

Nice To Haves

• 1-2 years of relevant Recording Secretary experience (for Senior role)
• Experience supporting public hearings, City Council meetings, commissions, boards, or other municipal/government proceedings
• Demonstrated ability to exercise a high degree of independence and judgment, with strong familiarity with formal meeting procedures
• Knowledge of and experience adhering to Brown Act requirements for public meetings
• Experience using Granicus or similar agenda management software is desirable

Responsibilities

• Prepare agendas for assigned commissions, boards, or committees; coordination, assembly, distribution, and posting of agenda packets
• Arrange for official publication and posting of legally required meeting notices; prepare legal notices for publication and mailing
• Attend and participate in Planning Commission meetings and public hearings
• Draft, edit, proofread and format a variety of documents and forms (agenda items, staff reports, meeting minutes, resolutions, ordinances, agreements, legal documents) for accuracy and conformance with established standards, regulations, policies, and procedures
• Respond to inquiries from staff, board and commission members, and the public with tact, professionalism, and excellent customer service
• Perform various administrative tasks, including scheduling meetings, setting up meeting rooms, coordinating travel, purchasing card reconciliation and processing pay requests
• Maintain files, records, calendars, mailing lists, and other reference materials

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED