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Chief Deputy Clerk Of The Board Of Supervisors

Salary: N/A

DEFINITION: Under general direction, plans, organizes and directs the operations of the Clerk of the Board Division of the County Administrator's Office; and performs related duties as required.

DISTINGUISHING CHARACTERISTICS: This single-position class is responsible for: custody of the Board records; administrative and procedural support to the Board of Supervisors, Hearing Boards, and special districts, and for coordinating staff activities in examination and acceptance of documents for Board agenda, agenda preparation, and conduct of Board meetings. The Clerk of the Board performs those duties prescribed by law for the Clerk of the Board of Supervisors and such additional duties as the Board may prescribe by ordinance.

EXAMPLES OF DUTIES:

1. Plans, organizes and directs through subordinate staff the provision of clerical support necessary for legal processing of official business of the Board of Supervisors, Assessment Appeals Board, special district boards, and related bodies; hires, trains, and evaluates the work of staff.
2. Supervises the preparation of the agenda for all meetings of the Board of Supervisors, Assessment Appeals Board, and other boards, Special District Boards, and authorities as mandated by State law or the Board of Supervisors; takes minutes of the meetings and supervises their transcription; determines what portion of the proceedings must be taken verbatim and what information should be included in a permanent record of the proceedings; maintains the official files of the Board of Supervisors; prepares legal notices for publication; sets hearing dates; distributes copies of ordinances, resolutions, minutes, and orders to departments, the media, and other governmental bodies.
3. Designs, implements, and reviews systems for record indexing and retrieval, agenda preparation, and application and hearing processes; reviews laws and legislation to determine impact on operations and implements procedures to meet legal changes.
4. Researches and drafts Board agenda letters, memoranda, reports, and policies; acts as liaison with county staff, public officials, and the public regarding Board procedures; answers questions regarding application, appeal, and hearing processes; facilitates smooth functioning of public meetings by explaining correct procedures and ensuring that they are followed.
5. Prepares and manages the department's budget.

EMPLOYMENT STANDARDS:

1. Four years of office management experience including supervisory experience and experience interpreting and applying legal regulations; or,
2. two years of experience performing duties equivalent to the class of Board Assistant Specialist with Santa Barbara County and one year of supervisory experience; 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: general office management practices; principles and practices of supervision; records management; proper format for business correspondence and forms; correct English grammar and rules of punctuation and spelling; budget preparation.

Ability to: supervise and direct staff; develop, implement and evaluate policies and procedures; analyze and interpret laws affecting legal processing of documents and implement procedures to meet legal requirements; prepare and manage a budget; review work for accuracy and procedural conformance; maintain working relationship with County officials, public,and staff; demonstrate tact and diplomacy; communicate effectively orally and in writing; make oral and written presentations; summarize information succinctly and accurately; maintain composure under pressure.

Desirable Qualifications: Knowledge of the Government Code and other legal references as they relate to the duties of the Clerk of the Board; the responsibilities and powers of the Board of Supervisors and other official bodies served; organization of County government.



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