Salary: $18.46-$22.53 hourly / $3,210-$3,918 monthly /
Range: 5178
DEFINITION: Under general supervision, prepares agendas, minutes,
and meeting rooms for the Board of Supervisors, Planning Commission,
Assessment Appeals Board, Retirement Board and/or other hearing
bodies; acts as recording secretary for public hearing bodies;
coordinates assessment appeals administrative procedures; and
performs related duties as required.
DISTINGUISHING CHARACTERISTICS: This class is found in the Clerk of
the Board Division of the County Administrator’s Office, Planning
and Development Department, and Santa Barbara County Employee
Retirement System. The duties assigned to incumbents in this
classification will vary depending on the hearing body to which they
are assigned. This class differs from Board Assistant by its
responsibility for agenda preparation and coordination of assessment
appeals hearings, as well as by the application of in-depth
knowledge of public meetings, including procedures, laws, and
ordinances.
EXAMPLES OF DUTIES:
1. Prepares weekly agendas for various hearing bodies, including
condensing and summarizing information from agenda letters submitted
by County staff and the public; acts as a source of information and
liaison between County departments, officials, boards, and the
public; ensures agenda items adhere to established policies,
procedures, and legal mandates; researches government codes to
determine correct procedures; prepares public hearing and related
notices according to established legal and procedural requirements;
prepares or oversees preparation of agenda packets and materials;
and prepares the Board of Supervisors’ Master Calendar or the
Planning Commission’s Planning Projection Report.
2. Prepares meeting rooms for public hearings by distributing
supplies and setting up audio and video equipment; attends hearings;
assists Chair in conducting meetings; calls roll; reads minutes and
other items into recorded agenda; advises hearing boards of
procedural requirements; acts as recording secretary by recording
actions and preparing action letters, minute orders, and/or minutes;
and publishes and distributes affected ordinances.
3. Coordinates the administrative activities of the property tax
assessments appeals process between the public, County Assessor, and
Assessment Appeals Board; provides forms and instructions to
applicants or their agents, copies of applications and related
materials to the Assessor, and agendas, agenda packets, and minutes
to Appeals Board members; assigns assessment appeals case numbers;
enters applicant data into data base; maintains files; schedules or
assigns hearing dates, rooms, and board members; notifies
applicants, agents, Assessor, and hearing board members of hearing
dates; and acts as recording secretary at hearings.
4. Updates roster of boards, commissions, and standing committees’
database from information obtained during Board of Supervisors’
agenda preparation process; notifies members of the Board of
Supervisors when vacancies on such boards and commissions occur in
their districts; ensures established procedures and legal mandates
are met in filling vacancies; prepares and posts related vacancy
notices; and distributes new rosters annually.
5. Cross trains and backs up other staff positions as needed,
including providing procedural guidance at the public counter and
issuing cash receipts for photocopies and video/audio tapes of
public hearings.
EMPLOYMENT STANDARDS:
1. Four years of progressively responsible clerical experience plus
one year of experience providing clerical support to official
boards, commissions, or elected bodies which included preparing
agendas and minutes, record keeping, and noticing; or,
2. one year of experience performing the full range of duties
equivalent to Board Assistant with the County of Santa Barbara; or,
3. a combination of training, education, and experience that is
equivalent to one of the employment standards listed above and that
provides the required knowledge and abilities.
Knowledge of: standard office practices and procedures, including
filing and indexing systems; word-processing and database management
software; proper English grammar and punctuation; basic arithmetic;
standard functions and operations of governmental organizations; and
policies, procedures, processes, terminology, and laws associated
with public meetings, e.g. applicable open meeting laws, including
the Ralph M. Brown Act and noticing requirements.
Ability to: attend to detail; read, interpret, apply, and explain
federal, state, and county codes, laws, and regulations; summarize
documents in writing; use a keyboard; maintain automated database;
coordinate the work of staff over which one has no direct authority;
organize, prioritize, and schedule work; maintain confidentiality;
work independently; speak clearly; advise board members of correct
procedures during board meetings; and maintain effective working
relationships with County staff, department heads, hearing board
members, and members of the public, their attorneys, and agents.
Desirable Qualifications: Possession of advanced Microsoft Word
skills and college-level course work in public administration,
political science, law, planning, records management, or related
field.
