- Assistant Deputy Clerk I/II
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Assistant Deputy Clerk I/II
Salary: See Position Description
Job Type: Full-Time
Job Number: 01589-E
Location: CA, CA
Department: Office of the Clerk of the Board
Closing: 3/31/2023 11:59 PM Pacific
Assistant Deputy Clerk I: $78,977.60 - $101,004.80 annually
Assistant Deputy Clerk II: $87,068.80 - $111,529.60 annually
Do you thrive in fast-paced, customer service-oriented environments? Are you creative, flexible, highly detail-oriented, professional, and an incredible communicator, leader, follower, team member, and customer service guru all in one? Do you live and breathe with a can-do/will-do/let-me-show-you attitude? If so, check out this opportunity.
The Assistant Deputy Clerk I/II provides support to the Board of Directors, Board Committees and Board Advisory Committees specifically in managing Board and Committee meeting agenda preparation and distribution, coordinating and facilitating Board Committee meetings, transcribing of minutes, documents processing, and performing historical records archival. This position also provides customer service to internal staff, counterparts of other agencies, and members of the public in their interactions with the Board and Board Committees within the areas defined. The position calls for accuracy, meticulous attention to detail, strong communication and writing skills, and the ability to organize and prioritize tasks. Typical duties will include responding to requests and inquiries from the public, organizing, scheduling, and transcribing board meetings, maintaining Committee rosters and historical files; and performing a variety of tasks relative to the assigned area of responsibility.
This position is eligible for a hybrid telework schedule, typically working 40% remote and 60% onsite.
Key Responsibilities include, but are not limited to:
- Production, posting, and distribution of Board and Committee Agenda packets in accordance with regulatory deadlines.
- Scheduling and coordinating Board and Committee meeting logistics.
- Attending Board and Committee meetings to document actions and ensure meetings are conducted in accordance with the Ralph M. Brown Act.
- Producing Board and Committee meeting Minutes from notes and audio recordings.
- Processing Board and Committee meeting materials after meetings, including finalizing, disseminating, and archiving documents and legal instruments.
- Finalizing and archiving printed and electronic materials into a records repository system with permanent retention value.
- Assisting the public and staff with record and research requests.
- Use of Microsoft Office Suite program and Adobe Acrobat Pro, and ability to learn specialized software in support of Boards and Committees.
- Communicating clearly, both verbally and in writing.
- Provide support to the Board of Directors.
- Conduct research when necessary.
- Proper English usage, spelling, grammar, and punctuation.
Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities, and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria listed below.
- Three (3) years' experience providing complex administrative support to technical or specialized teams, multiple managers/management teams, elected officials, attorneys, or executives.
- Three (3) years' experience preparing meeting invitations and agendas, collecting and disseminating meeting materials, reserving meeting rooms, coordinating meeting set up, ensuring A/V support, ordering catering, preparing name tents, and overseeing arrivals at large and highly visible meetings and events.
- Three (3) years' experience compiling, reviewing, editing, correcting, formatting, and disseminating a variety of professional reports, correspondence, and materials, with advanced-level proficiency in Microsoft Office, Word, and Excel, and Adobe Acrobat Pro.
- One (1) year experience maintaining historical records and working in electronic and hardcopy filing systems.
- One (1) year experience attending public, business, or community meetings/events to meet and greet the public, provide assistance and information.
- One (1) year experience providing resources and referrals to walk-in, email, and telephone customer complaints and requests.
- Ability to observe live and recorded meetings in order to prepare written summaries.
- Excellent written communication skills, with impeccable grammar and punctuation.
- Ability to learn and understand customized software applications, follow written work instructions, and adhere to standardized process checklists, filing methods, and work templates.
- Five (5) years' experience providing complex administrative support to technical or specialized teams, multiple managers/management teams, elected officials, attorneys, or executives.
- Five (5) years' experience preparing meeting invitations and agendas, collecting and disseminating meeting materials, reserving meeting rooms, coordinating meeting set up, ensuring A/V support, ordering catering, preparing name tents, and overseeing arrivals at large and highly visible meetings and events.
- Five (5) years' experience compiling, reviewing, editing, correcting, formatting, and disseminating a variety of professional reports, correspondence, and materials, with advanced-level proficiency in Microsoft Office, Word, Excel, and Adobe Acrobat Pro.
- Two (2) year experience maintaining historical records and working in electronic and hardcopy filing systems
- Two (2) years' experience attending public, business, or community meetings/events to meet and greet the public, provide assistance and information.
- Two (2) years' experience providing resources and referrals to walk-in, email, and telephone customer complaints and requests.
- One (1) year experience observing live and recorded meetings in order to prepare written summaries.
- One (1) Year experience participating visibly and audibly in the role of a public agency clerk, in elected and high-ranking appointed officer public meetings that adhere to parliamentary procedure, the Brown Act, and Open and Public meeting laws.
- Excellent written communication skills, with impeccable grammar and punctuation.
- Ability to troubleshoot, administer, and train others in the use of customized software applications, and to draft and maintain accurate written work instructions, process checklists, and templates.
- Provide responsible administrative support involving the use of independent judgment and personal initiative.
- Learn operations of Valley Water as necessary to assume assigned responsibilities.
- Learn to prepare a variety of reports and correspondence related to assigned area.
- Learn parliamentary procedures, the Ralph M. Brown Act and Rosenberg's Rules of Order, Open and Public meeting laws, the Public Records Act, Codes of Conduct, legal instruments, and District Board Governance Policies.
- Produce timely and accurate records of meeting proceedings.
- Use copiers, scanners, and common desktop applications and software.
- Learn customized software applications.
- Maintain and update databases, records, and files in compliance with standardized methods and procedures.
- Respond to requests and inquiries from the public in a courteous and timely manner.
- Understand and follow verbal and written instructions.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted during work.
- Prepare, compile, format, and edit a variety of reports, correspondence, and materials related to assigned area.
- Understand the operations of the Santa Clara Valley Water District, as necessary to assume assigned responsibilities.
- Provide decision-making and guidance to others, using independent judgment and personal initiative.
- Draft and maintain detailed work instructions, checklists, and templates.
- Obtain Notary Public certification from the State of California.
- Assess existing programs, systems, software and procedures and report areas for consideration of improved service delivery.
- Administer, troubleshoot, and train others in the use of customized software applications.
- Work independently within highly visible capacities, in the absence of supervision.
- Work during irregular work hours including evenings.
- Methods and techniques of meeting minutes transcription.
- Principles and procedures of records management.
- Principles of business writing and report preparation.
- Processes for finalizing executed contracts, agreements, and other legal instruments.
- All items listed in Level I Knowledge requirements (above).
- Changes, trends, and current practices for agenda and records management and meeting administration.
- Administrative policies and practices, and regulatory and legislative statutes pertaining to public agencies.
- The function and purpose of special districts elected bodies, and parliamentary procedure.
Equivalent to the completion of the twelfth grade
Required License or Certificate
- Ability to obtain a State of California Public Notary license, and an International Institute of Municipal Clerks (IIMC) Certified Municipal Clerk (CMC) designation is preferred.
- Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis. Selected candidate will be required to successfully pass a medical examination.
To review the Classification Specification, please click here (Download PDF reader)
Office of The Clerk of the Board Unit (Position Code 30 & 870)
COVID-19 vaccination requirement:
*To protect our most valuable assets, our employees, as well as the communities we serve, Valley Water requires all newly hired Valley Water personnel to be fully vaccinated (for COVID -19) or to be formally excused from the requirement through the **reasonable accommodation process (for details, see bottom of job posting)
Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in San Jose, California by their start date.
(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.
(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.
NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.
Consideration may be given to existing applicant pools within the same classification.Covid-19 Vaccination Requirement:
* Fully vaccinated means (1) it has been at least two weeks since a person has completed the entire recommended series of a COVID-19 vaccine, and (2) the person has provided proof of vaccination in a form consistent with the requirements for verification of vaccine status in the State of California's July 26, 2021, Public Health Officer Order.
**Limited Exemptions to Vaccination Requirement
An individual who has been provided a job offer may request a reasonable accommodation to the vaccination requirement if they:
1. Have a contraindication recognized by the U.S. Centers for Disease Control and Prevention (CDC) or by the vaccine's manufacturer to every approved COVID-19 vaccine. A contraindication means a condition that makes vaccination inadvisable;
2. Have a disability and are requesting an exception as a reasonable accommodation based upon this disability; or,
3. Object to COVID-19 vaccination based on their sincerely held religious belief, practice, or observance.
Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.
Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 408-630-2260.
Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.
To apply, please visit https://www.governmentjobs.com/careers/scvwd/jobs/3944954/assistant-deputy-clerk-i-ii
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