Clerk

Metropolitan Transportation Commission; San Francisco (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

The Metropolitan Transportation Commission (MTC) seeks an experienced Clerk to support ABAG and MTC meeting bodies. You will manage agendas, circulate meeting materials, and post materials in line with the Brown Act.

The role requires coordinating with commissioners, staff, and external partners, while maintaining confidentiality and attention to detail. Ideal candidates have strong executive support experience, expertise in minute taking, and a solid understanding of public meeting laws.

Qualifications

• Familiarity with meeting protocol and Brown Act requirements.
• Ability to manage complex scheduling and meeting coordination.
• Proficiency with MS Office and meeting management software (Granicus).
• Strong written and verbal communication; attention to detail.
• Knowledge of by-laws, policies, and records management.

Responsibilities

• Assist in updating resolutions and maintain the resolution log.
• Coordinate agenda topics, descriptions, and materials; route and post per Brown Act.
• Draft and condense minutes; accurately report proceedings.
• Review documents to ensure actions and votes are properly recorded.
• Interpret board/by-law policies and respond to inquiries with independent judgment.
• Interact with officials, staff, and the public; prepare letters and reports.
• Onboard new meeting body members and support agenda management.

Skills

Meeting coordination

Minute taking

Discretion

Communication skills

Time management

Brown Act knowledge

Education

Bachelor's degree

Tools

Granicus

Outlook

Word

Excel

PowerPoint

SharePoint

Job description

ABOUT MTC

The Metropolitan Transportation Commission (MTC) is the transportation planning, financing, and coordinating agency for the nine-county San Francisco Bay Area. MTC is the federally designated Metropolitan Planning Organization (MPO) and the state designated Regional Transportation Planning Agency (RTPA) for the nine-county San Francisco Bay Area. MTC provides services to the Association of Bay Area Governments (ABAG). For more information about MTC, visit www.mtc.ca.gov.

ABOUT THE ROLE

Under the general direction of the Clerk Supervisor, perform the complexities of administrative and legislative work for the various meeting bodies associated with ABAG and MTC. The Clerk will be responsible for a series of meeting bodies for which they will manage the process of developing agendas, circulating meeting materials for review, and posting in accordance with the Brown Act. This individual will work closely with the rest of the Clerk Unit to continue the advancement of best practices in support of the work for the agency, the Commission, and Boards.

The most qualified candidate for this position will be able to:

• Perform assigned work with little to no supervision and with a high level of attention to detail;
• Interact with agency commissioners and board members, government officials, business, and community leaders, and with all agency staff with tact, using discretion, and maintaining confidentiality where appropriate; and
• Have a desire to be a part of a busy executive administrative team, serving the agency’s leadership and coordinating with the agency’s clerk functions.

This position will require the occasional need to drive for MTC business purposes to offsite meetings or Commission related assignments and for delivery of documents to partner agencies or county offices.

Essential duties require the ability to work in a standard office environment; availability to attend evening meetings; ability to travel to different sites and locations; and must be willing to work a varied schedule of hours, which may include evenings and weekends.

Specific duties and responsibilities include, but are not limited to:

• Resolution Management:
  • Assist in updating resolutions for approval with Project Managers and other agency staff
  • Keep the resolution log updated so that there is an accurate reporting of actions taken
• Work directly with all levels of staff in the collection of agenda topics, descriptions, and associated materials; facilitate routing and editing materials for review, approval, and posting in accordance with the Brown Act guidelines
• Compose the minutes of the meetings; condense and paraphrase discussion to include relevant material and accurately report proceedings
• Review all documents in which action has been taken to ensure the documentation is complete, and the vote is accurately recorded on motions and legislation; document corrected or additional reports as necessary
• Interpreting Board and Commission By-Laws and policies, rules and regulations in response to inquiries that often require the use of independent judgment and the understanding of policies and procedures
• Interact with elected officials, commissioners, board members, agency leaders, representatives from business and community organizations, the public, and all levels of personnel.
• Compose and process a variety of letters, reports, forms, and other documents
• Perform other job-related tasks and duties as needed or assigned by the Section.
• Onboard new meeting body members

KNOWLEDGE, SKILLS, AND ABILITIES

The ideal candidate will have the following knowledge, skills, and abilities:

• Familiarity of basic office and administrative policies and procedures, including meeting protocol and knowledge of the Brown Act
• Manage complex scheduling and meeting coordination
• Operate shared file keeping and collaboration systems, shared calendaring programs, office equipment and use programs associated with them, including computers, mobile devices, meeting room presentation equipment, and phone systems
• Composition of business letters using a standardized format
• General knowledge of agency by-laws / commission procedures, familiarity of federal, state, and local laws and codes
• Advanced knowledge of Brown Act requirements for public meetings (deadlines, remote participation guidelines, meeting protocol) and applicable federal, state, and local laws and codes)
• Proper use of English, spelling, and grammar
• Expertise with a variety of software applications including Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, as well as database and document and agenda management software systems (i.e. Granicus)
• Have a team approach and willingness to execute duties as an active team participant
• Organize tasks and responsibilities, work independently, be a self-starter with the ability to meet critical deadlines
• Knowledge of meeting agenda management i.e., routing for approval, posting guidelines, etc.
• Best practices used in Minute taking and preparation; record and transcribe minutes of proceedings using Granicus or other applicable Software; composition of meeting minutes utilizing condense and paraphrase discussion to include relevant material and accurate report proceedings
• Preparation of ADA accessible documents
• Principles and practices of records management including records retention laws

MINIMUM QUALIFICATIONS

An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:

Education & Experience: Equivalent to completion of the twelfth (12th) grade, and six (6) years of increasingly responsible administrative or secretarial experience.

PREFERRED QUALIFICATIONS

Education

Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related field desirable.

Experience

• Four (4) years of increasingly responsible experience equivalent to that of an Executive Assistant II at MTC
• Or six (6) years of progressively responsible secretarial or office administrative experience, including two (2) years of experience serving as an Executive Assistant, preferably in a government agency.

Licenses & Certifications

• Possession of valid California Class C driver's license and safe driving record or ability to provide alternate transportation
• Certification as a Notary Public desirable.

Applicants with a degree issued by an institution outside the United States who are using that degree to meet the minimum qualifications for the position must have their transcripts evaluated by an academic credential evaluation service and provide proof of equivalency with their application. An evaluation is generally not required if: 1. The position does not require a degree, 2. You qualify through work experience alone, 3. You hold a professional license or certification that satisfies the educational requirement, or 4. You have another degree earned in the United States that independently satisfies the educational requirement. To ensure a fair and consistent review, any required academic evaluation must be submitted at the time of application so qualifications can be verified before candidates advance in the recruitment process.

EMPLOYMENT REQUIREMENTS

Successful completion of a background check, professional references and the Employment Eligibility Verification Form I-9.

DISABILITY

The Human Resources Department will make reasonable efforts in the recruitment or skills assessment process to accommodate applicants with disabilities. If selected for an interview or testing, and you require accommodation, please notify the Human Resources Department when confirming your interview or test.

All MTC employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.