Manages the day-to-day operations of the Board Clerk's Office, assists the Board Clerk in all phases of the work of the Board of Directors, and interfaces with Board members and/or alternates to discuss and resolve issues and problems.

• Provides overall management of the operations of the Board Clerk's Office

• Supervises, trains and motivates subordinate staff

• Interacts with Board members and/or alternates to discuss and resolve issues and problems

• Prepares minutes, and correspondence

• Performs special projects requested by Board members and the Board Clerk

• Reviews and proofreads a variety of reports, minutes, and correspondence

• Maintains confidential files and reports necessary for the operation of the office

• Develops and implements office systems and procedures; prepares procedures manuals

• Assists in the development and administration of the departmental budget

• Interacts professionally with elected/appointed officials, media and various levels of Metro staff

• Administers the public hearing process

• Represents the Board of Directors before public agencies, the business community, and the public

• Acts as Board Clerk during absences

• Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

  
  May be required to perform other related job duties

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

• Interaction with political agencies in federal, state, and local government

• Laws, rules, and procedures pertaining to notices, minutes, records, reports, agendas, materials, and correspondence for a public agency

• Board responsibilities, policies, procedures, and regulations

• General office practices and procedures

• Applicable business software applications

• Principles of supervision

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

• Planning, organizing, and monitoring the work of a corporate clerk's office

• Analyzing situations, identifying problems, and recommending solutions

• Communicating effectively orally and in writing

• Interacting professionally with various levels of Metro employees and outside representatives

• Taking fast notes and recording Board Actions in order to prepare minutes

• Writing and proofreading with speed and accuracy

Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

• Compile, analyze, and interpret complex data

• Understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, and budgets

• Prepare comprehensive reports and correspondence

• Maintain official records and files

• Maintain and process confidential information discreetly

• Supervise, train and motivate subordinate staff

• Read, write, speak, and understand English

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

• Bachelor′s Degree in a relevant field

Experience

• Three years of secretarial or administrative experience; three years of secretarial or administrative experience working with an elected/appointed Board of Directors or City Council preferred

Certifications/Licenses/Special Requirements

• May be required to work late or irregular hours

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions

The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.

Working Conditions

• Typical office situation

• Close exposure to computer monitors and video screen

• Stockroom or warehouse

Physical Effort Required

• Sitting at a desk or table

• Operate a telephone or other telecommunications device and communicate through the medium

• Type and use a keyboard and mouse to perform necessary computer-based functions

• Communicating through speech in the English language required