Board of Supervisors Clerk

County of Monterey, CA; Salinas (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The County of Monterey seeks a Clerk of the Board of Supervisors, an accountable professional who handles confidential documents, processes applications and fees, and supports assessment appeals and board communications.

The successful candidate will demonstrate strong grammar, record-keeping, office procedures, and excellent oral and written communication, with the ability to work under deadlines and maintain confidentiality. Customer service is essential.

Qualifications

• Correct grammar, punctuation and spelling.
• Record keeping methods.
• Office practices and procedures.
• Personal computer use with Windows, Excel, Outlook.
• Ability to handle confidential material.
• Clear, effective written and verbal communication.
• Math computations and attention to detail.
• Customer service and public interaction.

Responsibilities

• Answer requests for information from the public and agencies; clarify board actions.
• Review and process consent agenda Board orders; coordinate documents.
• Maintain and organize sensitive files and boards' records.
• Accept and process applications and fees for appeals, preserves, permits, and licenses.
• Prepare weekly Board packets; distribute minutes and agendas.
• Research Government Code publications and notices.
• Update and distribute master directory of boards and committees.

Skills

Grammar and editing

Record keeping

Office procedures

Oral and written communication

Confidentiality

Problem solving under deadlines

Customer service

Tools

Windows

Excel

Outlook

Job description

The County of Monterey is a diverse community set in a picturesque coastal location and offers tourists and residents alike the comfort of a moderate, Mediterranean climate, miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and scenic valleys. Boasting such world-renowned attractions as the spectacular Big Sur Coast, Laguna Seca Raceway, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals and Pebble Beach – possibly the world’s most famous golf course, it’s easy to see why over 450,000 residents choose to live here and an estimated four million visitors a year make the County of Monterey their destination of choice.

The County of Monterey is committed to honoring the service and sacrifice of veterans and eligible military spouses and awards veterans’ preference points for this recruitment. To learn more about the eligibility requirements and the process, be sure to read the Hiring Preference for Veterans and Eligible Military Spouses section located towards the end of this job flier.

Position Summary

The County seeks an accountable, results oriented individual who demonstrates excellent communication and team building skills to join the County of Monterey Clerk of the Board of Supervisors team. This position handles a variety of documents which may be highly sensitive and confidential and accepts and processes applications and fees for any appeals, agriculture preserves, dance permits, bingo licenses, supports all phases of the Assessment Appeals process and composes routine correspondence related to Assessment Appeals. In addition, the Board of Supervisors Clerk is responsible for answering requests for information from the public and governmental agencies regarding Board actions, procedures and methods and clarifying action taken by Board of Supervisors to departments and the public.

• Answers requests for information from the public, press and governmental agencies regarding Board actions, procedures and methods; clarifies action taken by Board of Supervisors to departments, press and the public.
• Reviews and processes consent agenda Board orders by coordinating with departments on omission of supportive documents, verifying information, typing up motions and distributing Board orders to affected departments.
• Receives, develops, sets up, organizes, files, and maintains a variety of Board documents, administrative, reference, follow-up, highly sensitive and confidential files, records, information, logs contracts, and database and other filing systems in accordance with prescribed procedures [alphabetical, numerical and/or categorical order] and regulations. May maintain specialized databases on computer.
• Accepts and processes applications and fees for any appeals, agriculture preserves, dance permits, and bingo licenses.
• Prepares weekly Board of Supervisors packets and distributes; types minutes and agenda, reproduces, mails and distributes.
• Researches Government Code to determine legal publication requirements; reviews and/or prepares legal notices for publication; processes requisitions and claims for publication costs.
• Types, updates and distributes master directory of County boards, commissions, special districts and committees; notifies Board of Supervisors’ members of vacancies in their districts.

To view the complete classification description, please visit the County of Monterey website: Board of Supervisors Clerk.

THE SUCCESSFUL CANDIDATE

Will have a proven track record demonstrating the following knowledge, skills and abilities:

Thorough Knowledge of

• Correct grammar, rules of punctuation and spelling.

Working Knowledge of

• Record keeping methods.
• Office practices and procedures.
• Personal computer use and software programs, i.e. Windows, Excel, Outlook, etc.

Some Knowledge of

• Basic mathematical principles, including addition, subtraction, multiplication and division.

Skill and Ability to

• Research, gather and organize information.
• Select, read, understand, apply and explain regulations, rules, procedures, office routine and work practices to a variety of clerical support and minor administrative work functions.
• Set-up and maintain, review work for accuracy and procedural conformance, alpha-numeric systems, and databases.
• Independently initiate, prioritize and perform or solve work problems related to deviations in work assigned to meet fixed or fluctuating deadlines and achieve work objectives, work under pressure and time constraints, and perform and review with speed and accuracy, complex clerical work involving a degree of independent judgment.
• Communicate effectively, both oral and written in order to independently prepare correspondence letters and memos, and to answer questions or provide information in person and on the telephone.
• Handle confidential material and information with discretion; maintain confidentiality.
• Use tact and discretion, and exercise independent judgment and initiative in making decisions.
• Understand organizational and political implications of decisions, and identify and know when to refer issues beyond own scope of authority to the next level of appropriate staff.
• Make accurate mathematical computations, i.e. addition, subtraction, multiplication, division.
• Establish and maintain constructive and harmonious relationships with Board of Supervisor members, department heads, elected officials and the general public.
• Provide excellent and courteous customer service in a timely manner.

Any combination of training, education and/or experience which provides the knowledge, skills and abilities and required conditions of employment is qualifying. An example of a way these requirements might be acquired is:

OPTION I

Education: Three years of progressively responsible clerical experience, including some lead worker responsibility, performing some secretarial tasks and relief of some administrative detail.

OPTION II

Experience: Approximately one year of experience performing duties comparable to the class of Secretary in Monterey County.

CONDITIONS OF EMPLOYMENT

The required conditions of employment include, but are not limited to the following:

• Possess and maintain a valid California Class C driver's license or ability to provide suitable transportation that is approved by the appointing authority.
• Be available to work a flexible schedule, including evenings, weekends, holidays, and during times of disaster and/or emergency.

BENEFITS

The County of Monterey offers an excellent benefits package. Please visit our website to view the J Unit Benefit Summary Sheet. This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution or Memorandum of Understanding (MOU) prevail over this listing.

NOTES

• As a condition of employment, prospective employees may be required to submit to a background review which may include a review of information concerning present and/or prior employment, driving record, and record of any criminal convictions.
• Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the U.S.; a list of acceptable documents is available on the USCIS Form I-9.
• If you are hired into this classification in a temporary position, your rate of pay will be hourly, and you will not be eligible for the benefits listed in the summary.

REQUIRED APPLICATION MATERIALS

• A completed County of Monterey Employment Application
• Responses to the Supplemental Questions

EQUAL OPPORTUNITY AND REASONABLE ACCOMMODATION

Monterey County is a drug-free workplace and an equal opportunity employer. The County seeks candidates who can make contributions in an environment of cultural and ethnic diversity. Monterey County is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact Cicely Henson, Human Resources Analyst II, at [phone] or by email: [e-mail]