Deputy Clerk of the Board

Full-time
County of Ventura
3/13/2020

Under general supervision, perform a wide variety of skilled administrative and complex processing tasks utilizing many computerized systems in order to maintain official records and files; compile and process agendas and minutes for various boards and commissions; process legal documents; process assessment appeal applications; process Statement of Economic Interests (Form 700) and Conflict of Interest Codes; manage information regarding Boards and Commissions; respond to
public records requests, and provide excellent customer service in person, over the telephone, and in writing.

The ideal candidate will possess three (3) to five (5) years of professional experience working with boards/commissions, preparing agendas/minutes, and processing Form 700's. In addition, the ideal candidate will possess considerable skills using Microsoft Office applications, Adobe Professional, e_Disclosure, DDocs, and any agenda building and meeting management software applications such as SIRE and Granicus.

Duties may include, but are not limited to, the following:
  • Prepares, publishes, and posts the agenda and notices for the respective Boards/Commissions adhering to the appropriate governing rules; regulations; legal requirements; timing deadlines; and, restrictions.
  • Clerks meetings of the assigned Boards/Commissions following parliamentary procedures; records actions of the Board/Commission; prepares summary action minutes and minute orders.
  • Summarizes official actions, determines processing requirements and ensures proper processing of all official records directed by the assigned Boards/Commissions; records Resolutions in the Resolution log; records Ordinances in the Ordinances module, archives the Ordinance, and processes codified Ordinances.
  • Reviews documents to be placed on the Board of Supervisors and/or other Boards/Commissions agendas for appropriate wording and formatting; verifies the inclusion of all required attachments such as reports, resolutions, ordinances, contracts, agreements, leases, etc., adhering to the appropriate governing rules/regulations.
  • Interprets and applies rules, regulations, policies, and procedures related to an assigned program area.
  • May review and process Assessment Appeal applications ensuring they are adhering to the State Board of Equalization Revenue and Taxation Code and Rules.
  • Processes all Statement of Economic Interests (Form 700) where the Clerk of the Board is the Filing Officer; performs facial review, following Fair Political Practices Commission (FPPC) regulations, on all Form 700s that are submitted; prepares and distributes notices based on FPPC guidelines; prepares Non-Filer Enforcement Packet for all non-filers to be submitted to the FPPC.
  • Processes legal service of tort claims, subpoenas, summons, and other legal documents.
  • Conducts research, assists, and answers inquiries from the public, media, and others pertaining to actions of the respective Board/Commission meetings and/or other official records of the Clerk of the Board's Office.
  • Performs other related duties as assigned.

To qualify for this classification, an individual must possess any combination of education, training, and/or experience that would likely produce the required knowledge, skills and abilities. An example of a qualifying education, training, and/or experience is:

At least three (3) years of increasingly responsible office clerical work and college coursework in business, public administration, or related field. Office clerical work experience must have included the processing and maintenance of records and files using automated systems in an administrative capacity.

In addition, at least one (1) year of experience must include working as a Clerk of a governing, board/commission, district, advisory, or quasi-judicial board/council office.  Work experience must include at least one of the following: clerking the meetings; documenting actions/orders/minutes of the meeting; preparing agendas and/or other meeting documents; processing Form 700s; reviewing/processing Conflict of Interest Codes.

DESIRED:
--Bachelor's degree in Business Administration, Public Administration, Public Policy or a related field;
--Bilingual in English/Spanish
--Certified Clerk of the Board (CCB), Certified Municipal Clerk (CMC), or Master Municipal Clerk (MMC)

Previous experience with:
--Clerking board/commission meetings;
--Applying the Brown Act in the preparation of agendas;
--Processing Form 700's and Conflict of Interest Codes;
--Assessment Appeals documents/forms, policies, procedures and terminology; and
--California State Board of Equalization Revenue and Taxation Code.

FINAL FILING DATE:  Applications must be received by County Human Resources no later than 5:00 p.m. on Friday, March 13, 2020.
To apply on-line, please refer to our web site at www.ventura.org/jobs.  If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura, Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.  

For further information about this recruitment, please contact Monika Maine by e-mail at Monika.Maine@ventura.org or phone (805) 654-2629.