Board of Supervisors Deputy Clerk - Confidential - Promotional

Job Description:

Board of Supervisors Deputy Clerk - Confidential - Promotional

Description

Position Information

THIS RECRUITMENT IS PROMOTIONAL ONLY. YOU MUST PRESENTLY BE A FULL- OR PART-TIME REGULAR OR PROBATIONARY COUNTY OF SONOMA, COMMUNITY DEVELOPMENT COMMISSION, SONOMA COUNTY FAIRGROUNDS, OR SONOMA COUNTY WATER AGENCY EMPLOYEE IN ORDER TO APPLY FOR THIS POSITION.

The Board of Supervisors/County Administrator's Office has requested a county-wide promotional certification to fill a Board of Supervisors Deputy Clerk - Confidential position. Qualified County employees who wish to be considered for future positions should consider applying to this recruitment. This employment list may also be used to fill future full-time or part-time positions as they occur during the active status of the list. The Civil Service title for this position is Administrative Aide - Confidential.

The Board of Supervisors Deputy Clerk supports Board of Supervisors operations and supports three primary content areas: Assessment Appeals, Form 700 filings and Boards and Commissions (also referred to as the “Maddybook”). The Deputy Clerk role performs highly detailed work, ensuring compliance with legal mandates while meeting tight deadlines. Responsibilities generally include data entry, customer service, analysis of information, and decision-making based on statutes and political sensitivities. The work is cyclical with weekly, monthly, and annual deadlines. Additionally, this position is a lead supervisor and trainer for the Administrative Assistants working in the front lobby and reception areas, provides back up support of the front lobby and reception, and assists front office staff with elevated customer service needs.

Key Responsibilities may be any of the following. The current position is most prominently focused on Assessment Appeals:

• Assessment Appeals: Analyze applications, be knowledgeable of and able to apply relevant legal mandates, manage appointments for the Assessment Appeals Board, and support a high volume of customer inquiries. Organize, coordinate, and prepare for monthly Assessment Appeals Board (AAB) meetings. Process and finalize all actions following conclusion of AAB meetings. Maintain organization of hundreds of applications, notices, and other communications.
• Form 700s: Oversee the filing of Form 700s as part of the County Filing Official duties, ensure compliance with legal standards within the purview of the Filing Official. Facilitate the collection of conflict of interest code changes. Report non-filings to the Fair Political Practices Commission. Review Board of Supervisors staff reports for accuracy and consistency of appointment standards.
• Boards and Commissions: Administer and maintain the records of oaths of office for board members. Work closely with the district staff and body clerks to ensure the accuracy of appointment records and ensure all filings and documentation meet legal requirements.
• Board Deputy Clerk: Support Board of Supervisors administration and operations including manage documents, organize meetings, and maintain the permanent record. Coordinate Chair and contract signatures. Support the Clerk during Board of Supervisors meetings. Prepare for and finalize Board item attestation. Post final records online. Review minutes and prepare Board minute items for final adoption. Support the Agenda Analyst with preliminary Legistar review and administrative actions within the database. Perform a variety of administrative and technical duties to support the Board of Supervisors mandates and operations. Act as Clerk for the City Selection Committee.

As the ideal candidate to join our team, you are a highly organized team player who is able to work independently and has a passion for supporting our community. The Deputy Clerk must also have excellent judgment, the ability to solve problems independently, superior communication skills, and will thrive within a deadline-driven environment. You are customer service-focused, comfortable asking clarifying questions, and understand that everyone you interact with, whether the general public, a colleague, or executive administrator, is your client. Additionally, you are quick to understand organizational priorities, have a creative and innovative mindset, can effectively pivot as priorities change, and possess:

• Knowledge of Board Rules of Procedures, as well as the Brown Act, Maddy Act, Political Reform Act, and Public Records Act
• Experience in minute taking and official public record keeping
• The ability to organize data and work accurately in multiple software systems
• The ability to assist in the preparation and processing of notices, legal documents, and/or official records for public boards, commissions, or other bodies of authority
• Experience researching, identifying, and interpreting codes, laws, ordinances, policies, procedures, and/or regulations
• Sound judgment and a common-sense approach to addressing challenging customer service situations
• Notary Public certification is desirable

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Minimum Qualifications

Experience: Work experience that would provide an opportunity to acquire the knowledge and abilities listed. Normally, some experience related to general administration, accounting, budgetary analysis, or human resources work including the compilation, tabulation, analysis, and presentation of statistical and narrative written reports would provide such opportunity.

Education: Any combination of course work and training that would provide an opportunity to acquire the knowledge and abilities listed. Normally, academic course work in public administration, business administration, management, accounting, political science, economics, statistics, English composition, psychology or closely related courses would provide such opportunity.

License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

Knowledge, Skills, and Abilities

Knowledge of: administrative techniques and principles of organization, accounting, budget and human resources administration; techniques and practices of research methodology, data collection, and preliminary analysis; report writing; application and use of basic statistics; interview techniques sufficient to obtain information related to employment and administrative matters; written and oral communications, including language mechanics, syntax and English composition; modern office methods and procedures; database, spreadsheet and word processing applications including basic methods of graphic presentations.

Ability to: collect, compile and analyze qualitative and quantitative data; understand and explain laws, regulations and policies governing program operations; communicate effectively orally and in writing; establish and maintain effective working relationships with management, employees, clients, and the public; understand program objectives in relation to departmental goals and procedures; organize and prioritize work assignments; use and understand common database, spreadsheet and word processing applications; learn specialized computer applications.

Certain positions may require the ability to speak, read and write fluent Spanish.

Positions allocated to this class may require specific knowledge and abilities.

Selection Procedure & Some Helpful Tips When Applying

• Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
• You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
• You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
• Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.

Please visit Getting a Job with the County of Sonoma to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Responses to supplemental questions may be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state, "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.

The selection procedure will consist of the following examination:

An Application & Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Each applicant will be evaluated based on the following criteria:

• Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.

Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application & Supplemental Questionnaire Appraisal Examination which evaluates the education, training, experience, skills, knowledge, abilities, and other qualifications that you demonstrate in your application and/or response to the supplemental questionnaire. Please be aware that resumes and cover letters are not typically evaluated in the Application & Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.

ADDITIONAL INFORMATION

A background investigation may be required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

HOW TO APPLY

Applications are accepted online at www.yourpath2sonomacounty.org . Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.

The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.

HR Analyst: AK

HR Technician: KK

IMPORTANT NOTE: Benefits described herein do not apply to Extra Help positions.

COUNTY OF SONOMA BENEFITS: UNREPRESENTED*

These are some of the excellent benefits the County offers:

Paid Time Off :Competitive vacation accrual and sick leave accruals; additional management leave annually; 12 paid holidays, and an additional 8 floating holiday hours per year; and may be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment.

Health Plan :Choose from nine health plans (three HMOs, three deductible HMOs, and three HSA-qualifying plans) with a generousCounty contribution to the premium (the contribution amount varies by bargaining unit). For more information, please see the appropriate MOU.

Retirement :Fully integrated with Social Security.For more information regarding eligibility, retirement contributions, and reciprocity with prior public service, please visit https://scretire.org/active-/-deferred/when-you-are-hired .

IRS 457 Plan :Pre-tax employee contribution up to the IRS annual maximum.

Retiree Medical :County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits.

Student Loan Debt Relief :County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education.

Plus excellent dental, vision, disability, life insurance, professional development, and more.

For answers to specific questions regarding the employment process and more details about benefits or retirement, please contact Human Resources at (707) 565-2331.Additional details about benefit and compensation packages can be found in the MOUs located at https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources/divisions-and-units/employee-relations/labor-agreements-and-salary-resolution . For specific information about health and welfare benefits including plan options, coverage, and premium amounts go to https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources or, contact the Human Resources' Risk Management-Benefits Office at benefits@sonoma-county.org or (707) 565-2900.

*IMPORTANT NOTES: Benefits described herein do not represent a contract and may be changed without notice.

Closing Date/Time: 1/23/2025 11:59 PM Pacific

Salary:

$74,447.57 - $90,476.65 Annually