POSITION SUMMARY
Under general direction of the Clerk of the Board, the Assistant Clerk of the Board performs a variety of highly responsible, complex, confidential administrative, technical, and related duties in support of the Boards of Directors and Committees of the Transportation Corridor Agencies (TCA). The Assistant Clerk serves as the Clerk of the Board’s principal deputy and second‑in‑command and is expected to develop the knowledge, skills, and professional judgment necessary to assume the duties of Clerk of the Board to ensure continuity of governance operations.
DISTINGUISHING CHARACTERISTICS
The Assistant Clerk of the Board assists with and performs many Clerk‑level functions but does not have final responsibility for all mandated Clerk duties or overall administrative management of the Clerk’s office. The Assistant Clerk acts for the Clerk in their absence or as assigned and is the designated relief and successor position.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position-specific duties and/or duties that are outside the specific responsibilities that are listed.
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Performs a variety of administrative and support tasks as necessary in assisting the Clerk of the Board in managing the day-to-day functions of the office.
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Assists in coordinating the production and distribution of meeting agendas, agenda packets, staff reports, and supporting documentation for Board and Committee meetings.
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Attends Board and Committee meetings; records actions and assists in preparing official minutes.
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Assists with compiling and reviewing records in response to Public Records Act requests.
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Supports compliance with the Brown Act, Public Records Act, and Fair Political Practices requirements.
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May assign tasks to and train administrative or clerical staff.
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Assists in developing procedures, workflows, templates, and tracking systems.
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Administers Oaths of Office to appointed officials.
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Assists the City Clerk in organizing and administering the filing of Statements of Economic Interests.
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Schedules meetings, coordinates arrangements, and sets up meeting rooms;
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Assists with ensuring quorums for all public meetings.
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Acts for the Clerk of the Board in the Clerk’s absence or as directed.
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Performs other duties as assigned or required.
KNOWLEDGE, SKILLS, AND ABILITIES
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Principles and procedures of records management, storage, retrieval, and retention.
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Knowledge of Robert’s Rules of Order.
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Knowledge of public agency governance, open meeting laws, public records requests, and Fair Political Practices laws.
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Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
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Strong written and verbal communication skills.
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Ability to exercise sound judgment, discretion, and diplomacy.
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Ability to coordinate the reservation and preparation of meeting rooms.
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Compose correspondence and reports independently or from brief instructions.
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Effectively represents the department and the Agencies in meetings with individuals or other entities.
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Independently work under pressure and meet deadlines
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Exercise a high degree of initiative.
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Plan and organize work independently of specific instructions to meet schedules and deadlines.
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Handle sensitive situations with tact, discretion, and diplomacy.
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Competent and ethical use of technology including but not limited to computers, Artificial Intelligence and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.
EXPERIENCE AND EDUCATION
High School Diploma or GED required
Associate’s degree in related coursework is desired, bachelor’s degree in related coursework preferred.
Preferred to possess three (3) years plus of progressively responsible public administration experience, including taking minutes, explaining policies, procedures, and regulations to staff and the public.
SUCCESSION EXPECTATION
This position is intended to prepare the incumbent to assume the role of Clerk of the Board and ensure long‑term continuity of Board governance operations.
MENTAL AND PHYSICAL DEMANDS:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Mental Demands:
While performing the duties of this class, the employee is regularly required to use written and oral communication skills; manage and meet tight deadlines that may occur simultaneously, rather than sequentially; read and interpret data, information, and documents; analyze and solve problems; perform highly detailed work on multiple, concurrent tasks; work effectively and maintain composure under stress and in a fast-paced office environment; and interact with governmental representatives, management and others in the course of work.
Physical Demands:
While performing the duties of this class, the employee is regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel, or operate standard office equipment; reach with hands and arms. The employee is regularly required to walk and stand and to lift and carry reports and records weighing up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus to see close up and at a distance.
WORKING CONDITIONS:
The employee works under typical office conditions and the noise level is usually quiet.
