Salary: $22.73-$27.75 hourly / $3,954-$4,827 monthly /
Range: 5596
DEFINITION: Under general supervision, supervises staff
responsible for examining and accepting documents and official
records for and preparing agendas, minutes, and meeting rooms for
the Board of Supervisors, Planning Commission, Assessment Appeals,
Air Pollution Control, 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 and in the
Planning and Development Department. 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 and Board Assistant Specialist by its supervisory
responsibilities.
EXAMPLES OF DUTIES:
1. Supervises the acceptance of agenda documents and the preparation
of 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; supervises the preparation of public hearing and related
notices according to established legal and procedural requirements;
prepares or oversees preparation of agenda calendars, packets and
materials.
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. Plans the day-to-day activities of the work unit; assigns and
schedules work, including setting priorities and determining methods
to be used in performing the work; selects and trains staff;
evaluates the work of staff; acts for the Chief Deputy Clerk of the
Board in the incumbent’s absence.
EMPLOYMENT STANDARDS:
1. Two years of experience acting as a recording secretary and
providing clerical support to official boards, commissions, or
elected bodies which included preparing agendas and minutes, record
keeping, and noticing; or,
2. two years of experience performing the full range of duties
equivalent to Board Assistant Specialist with the County of Santa
Barbara; or,
3. equivalent combination of training, education, and experience
that would provide 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: select, train, and evaluate staff; plan and direct work
activities; attend to detail; read, interpret, apply, and explain
federal, state, and county codes, laws, and regulations; develop and
implement procedures and processes; 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.
