KNOWLEDGE OF:

• Operations, services, programs, policies, procedures, and processes of SBCTA.
• Organization and function of public agencies, including the role of appointed boards and commissions.
• Meeting protocols, parliamentary procedures, and proper conduct and reporting of actions taken by a legislative body.
• Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
• Methods of processing various records, agendas, reports, forms, contracts, and agreements.
• Records management principles and practices including recording, retention, storage, and disclosure requirements.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• Techniques for providing a high level of customer service, by effectively working with the vendors and SBCTA staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

EDUCATION AND EXPERIENCE:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12th) grade and three (3) years of experience performing increasingly responsible clerical or administrative support duties in support of a Clerk’s Office and/or executive management.

Licenses and Certifications:

• Requires possession of a valid California Driver’s License, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.

• Assists in the daily operations of the Clerk of the Board’s Office and provides clerical and administrative support to the Clerk of the Board/Administrative Manager, Deputy Clerk of the Board, and the Executive Director.
• Prepares final Board meeting agendas; reviews and proofs agenda items for accuracy and adherence to requirements; prepares, posts and distributes agenda; assists in setting up and coordinating logistics for monthly Board meetings.
• Reviews contracts, agreements, and amendments, correspondence, and other documents and prepares for Executive Director review and approval.
• Coordinates the calendar and schedules meetings and appointments on behalf of the Executive Director; coordinates travel and meeting arrangements for the Executive Director, Clerk of the Board, and Board members.
• Communicates and interacts with various Board members, committee members, and/or their staff to provide information and documents, and/or share agenda materials.
• Coordinates signing of approved resolutions and contracts by the Board President, Executive Director, and/or other designated signatories.
• Composes, formats, prints, copies, sorts, and/or distributes various correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
• Verifies and reviews Board minutes and various forms, reports, records, and files for completeness and adherence with established regulations, policies, and procedures; notarizes documents as needed.
• Receives and responds to public records requests; evaluates requests and determines need for legal counsel review; works with appropriate staff to respond to requests; reviews responses to ensure compliance with requirements.
• Provides guidance to management and staff on and ensures compliance with the Ralph M. Brown Act, Public Records Act, Freedom of Information Act, and public meeting requirements, as well as SBCTA policies and procedures.
• Organizes and maintains accurate and detailed databases, files, and records; inputs and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and/or provides factual information regarding SBCTA programs, activities, and functions; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Performs other clerical and administrative support work as required, which may include, but is not limited to, reconciling credit card statements, creating purchase orders, assigning and tracking resolution numbers, updating and maintaining distribution lists, copying and collating documents, and ordering and maintaining inventory of office supplies.
• Performs related duties as required