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Board Assistant, Specialist

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.



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