Executive Assistant at Area Housing Authority of The County of Ventura

Thousand Oaks, California, United States -

Full Time

Start Date

Immediate

Expiry Date

01 Jan, 26

Salary

0.0

Posted On

03 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Records Management, Compliance, Meeting Coordination, Public Relations, Communication, Research, Data Analysis, Supervision, Attention to Detail, Time Management, Discretion, Problem Solving, Teamwork, Flexibility, Organizational Skills

Industry

Description

BRIEF SUMMARY OF THE POSITION Under general direction, the Clerk of the Board provides highly responsible and complex administrative support to the Housing Authority's Board of Commissioners, Executive Director and Management team. This role is responsible for ensuring the accurate and transparent documentation of official board proceedings and maintaining the agency's official records in compliance with all federal, state, and local laws. This position requires a high degree of independent judgment, discretion, and proficiency in governmental procedures. Provide first level supervision and training to assigned clerical staff and other departments’ administrative support staff. MINIMUM QUALIFICATIONS AND REQUIREMENTS: * A bachelor’s degree in business administration or a related field is preferred. An associate's degree may be considered with additional qualifying experience. * Five years of increasingly responsible administrative experience, preferably in a public sector or government setting, with experience directly supporting executive management or a governing board. PREFERRED QUALIFICATIONS AND REQUIREMENTS: * Graduate level course work / Master’s degree in Public Administration ESSENTIAL FUNCTIONS – REPRESENTED TASKS (including but are not limited to): The following duties are normal for this position. This is not an all-inclusive list and the omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Each support level with this position has its own unique rules and regulations which directly affect governmental adherence and regulations. Board and Meeting Administration * Serve as the official clerk and liaison for the Board of Commissioners. * Work with the Executive Director to prepare, coordinate, and distribute board meeting agendas and information packets. * Attend all official board and committee meetings to accurately record actions, motions, and minutes. * Ensure all public notice requirements for meetings, public hearings, and other official events are met in accordance with applicable laws, such as the Brown Act. * Assist with official meeting procedures, including voting and parliamentary procedures such as Robert's Rules of Order. Records and Compliance Management * Act as the official custodian of all Housing Authority board records, including resolutions, ordinances, and meeting minutes. * Develop, implement, and oversee the agency’s records retention and destruction program in compliance with legal requirements. * Ensure the Housing Authority's compliance with open government and public records laws, including the Public Records Act and the Freedom of Information Act. * Process and respond to official public records requests in a timely manner. * Serve as the filing officer for required Conflict of Interest 700 form and financial disclosure forms for designated staff and Commissioners. Administrative and Interdepartmental Support * Provide high-level, confidential administrative support to the Executive Director, Management team and Commissioners. * Serve as a primary point of contact for external agencies, government officials, and the public regarding board matters. * Manage sensitive information with the utmost discretion and integrity. * Perform research and compile data to prepare comprehensive reports, correspondence, and other documents for the Commissioners, Executive Director, and Management team. * Maintain the official resolution, ordinance, and policy logs of the Housing Authority. Media Relations * Serve as the media liaison and handle all media requests and inquiries in a timely and professional manner. * Writes, edits and distributes public relations materials using the most appropriate channels of communication. Supervision Activities * Conducts staff coaching and training, as needed. * Assists in planning, assigning and directing daily work of subordinates, including technical and fiscal operations. KNOWLEDGE OF: * Principles of public agency records management, including legal requirements for retention and disclosure. * Governmental policies, operations, and open meeting laws. * Meeting protocols, including parliamentary procedures. * Advanced business English, including spelling, grammar, and composition. * Modern office practices and technology, including virtual meeting platforms and record-keeping software. * Applicable federal, state, and local laws and regulations governing housing authorities. ABILITY TO: * Communicate effectively, both orally and in writing, with a diverse range of individuals, from the general public to elected officials. * Maintain objectivity, neutrality, and confidentiality. * Maintain high attention-to-detail while multi-tasking opposing priorities. * Determine needs and achieve results without close supervision. * Work independently and as part of a team. * Work under pressure and effectively meet deadlines. * Be flexible to work beyond the regular work schedule. * Research, gather and analyze information, identify issues, then develop solutions and resolve problems efficiently. * Listen, think and speak clearly and persuasively to communicate effectively and courteously in challenging and sometimes stressful situations. * Skillfully address the needs of individuals who may be physically, socially and economically disadvantaged. * Create documents, including concise reports, in Microsoft software. * Work with individuals from diverse ethnic and cultural backgrounds. * Demonstrate high level of organizational skills, attention to detail and time management. * Maintain prompt, polite and dependable responsiveness to others. * Perform work employing the highest ethical standards. ABILITY TO (continued): * Get clarification when necessary, and respond informatively to questions. * Prioritize and plan work activities to use time efficiently. * Plan for additional resources, and set goals and objectives as needed. * Demonstrate accuracy and thoroughness in all assigned work. WORKING ENVIRONMENT: * Work schedule is Monday-Thursday 7:00 a.m. to 5:00 p.m. * Corporate office serves as primary work location * May be requested for after hours, weekends, and holidays as needed * Busy office environment, subject to frequent interruptions PHYSICAL ABILITIES: Detect to understand appropriate written correspondence; manual dexterity of hands and fingers to enter data into computer and to operate office equipment; speaking to exchange information; sitting or standing for extended periods of time; pushing, pulling or lifting up to 25 lbs.; bending and reaching to store and/or retrieve files.

Responsibilities

The Executive Assistant provides complex administrative support to the Housing Authority's Board of Commissioners and management team. This includes ensuring accurate documentation of board proceedings and maintaining official records in compliance with laws.