The District is seeking an Administrative Specialist (Assistant Clerk of the Board) to perform a variety of professional and administrative duties in support of the Administration department and assist the Clerk of the Board in the preparation of agendas, documents and related correspondence in support of the Board of Trustees. This is a journey-level class in the administration series. Under limited supervision, incumbents are expected to perform the full range of assigned duties. The class differs from the lower-level of Senior Office Assistant in the skill level required and the complexity of assigned projects based on knowledge of District’s policies, procedures and all related legal requirements. This classification may be temporarily upgraded to the position of Clerk of the Board as necessary. The classification is characterized by the responsibility for working independently and exercising independent judgement and decision-making.
The ideal candidate will possess the following attributes:
●Creates a positive work environment
●Has outstanding communication, interpersonal, and planning skills
●Is enthusiastic and energetic about customer service
●Respects and supports diversity and differences in coworkers and the public
The Vallejo Flood and Wastewater District application and supplemental questionnaire must be submitted online at www.calopps.org by the filing deadline of August 4, 2021. The most qualified candidate(s) will be invited to participate in the examination process.
The examination process (which includes a one-year probationary period upon hiring) may include, but is not limited to, a written examination, practical examination, application screening, oral board, hiring interview and/or panel selection interview. One or more of these steps may be used and in any order.
An in-person panel selection interview has been tentatively scheduled for the week of August 16, 2021.
Candidates successful in the examination process will be placed on an eligibility list. The list may be valid for up to two years. Applicants meeting the minimum qualifications are not guaranteed advancement to the examination process. Placement on the eligibility list is not a guarantee of a final hiring interview.
Successful candidates not currently employed in regular status by the District must pass a pre-employment physical to be considered for an appointment.
- Organizational and coordination practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.
- Principles and practices of municipal government administration.
- Principles, practices, and procedures related to public agency recordkeeping.
- Functions, authority, responsibilities, and limitations of an appointed Board of Trustees.
- Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
- Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility, including Public Records Act, Freedom of Information Act, Brown Act, Fair Political Practices Commission procedures and regulations.
- Modern office practices, methods, and computer equipment and applications related to the work.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Arithmetic, including addition, subtraction, multiplication, division, fractions, and percentages.
- Techniques for effectively representing the District in contacts with governmental agencies; community groups; various business, professional, educational, and regulatory organizations; and the public.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
- Analyze and evaluate data, reach sound conclusions, and make recommendations to decision-makers.
- Provide administrative and professional support to the department and to District staff.
- Interpret, apply, explain, and ensure compliance with Federal, State, and local laws, rules, regulations, policies, and procedures.
- Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
- Prepare a variety of written materials, including official minutes, resolutions, ordinances, reports, correspondence, policies, and procedures.
- Conduct research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
- Establish and maintain a variety of filing, recordkeeping, and tracking systems.
- Organize and prioritize work on a variety of projects and multiple tasks in order to meet critical time deadlines.
- Operate office equipment and computer applications related to the work.
- Use English effectively to communicate with individuals and groups, in person, over the telephone, and in writing.
- Make a variety of arithmetic computations involving addition, subtraction, multiplication, division, fractions, and percentages;
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with colleagues, subordinates, and others contacted in the course of work.
EDUCATION/EXPERIENCE: Any combination of training and experience that would provide the required knowledge, skills, and abilities may be qualifying. A typical way to obtain the required qualifications would be:
Equivalent to an Associate’s Degree from an accredited college or university.
Minimum of three (3) years of administrative experience supporting a program with at least two (2) years of experience providing administrative support to a municipal Clerk of the Board, Clerk Secretary, Government Official, or other governing body.
LICENSES / CERTIFICATE:
A valid Certified Municipal Clerk certification is preferred, but not required. Possession of, or ability to obtain, a California Notary Public certification within six months of appointment is desirable.
Must possess a valid California Class C Driver’s License at the time of employment. The ability to drive District vehicles is a specific requirement for this position. For that reason, it is the employee’s responsibility to maintain a driving record that is acceptable to the District’s insurance carrier or be subject to dismissal.
Please review the supplemental questions prior to applying for this position by using the Supplemental link in the Additional Questionnaire section found above.
If you have documents that you would like to be considered, please scan them together as one PDF and attach them to your application by using the Attachment options.