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Board Assistant, Supervising

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.



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