Deputy Clerk of the Board/Senior Deputy Clerk of the Board

Job Description:

Deputy Clerk of the Board/Senior Deputy Clerk of the Board

Description

Description

DEPARTMENT:
The Clerk of the Board is responsible for several areas of governmental service and is committed to providing excellent customer service and transparency while ensuring the integrity and accessibility of public records for the entities that we serve. The Clerk of the Board is the official Custodian of Record for each of the following entities: Board of Supervisors, Assessment Appeals, Air Pollution Control Board, City Selection Committee, Fire Protection District Board of Appeals, and the Ventura County Consolidated Oversight Board. The Clerk of the Board also maintains County Ordinances, Statements of Economic Interests/ Form 700 Filings, and the Conflict of Interest Code Biennial Notices.

THE POSITION:
Under general supervision (Deputy Clerk of the Board) and under limited supervision (Senior Deputy Clerk of the Board), performs a wide variety of skilled administrative and complex processing tasks utilizing many computerized systems in order to maintain official records and files; processes legal documents; processes assessment appeal applications; processes Statements of Economic Interest/Form 700 filings; administers the Conflict of Interest Code; manages information regarding Boards and Commissions; responds to public records requests, processes agendas and minutes for various boards and commissions, clerks meetings, and provides excellent customer service in person, over the telephone, and in writing.

Distinguishing Characteristics : The Deputy Clerk of the Board differs from the Senior Deputy Clerk of the Board in the level and complexity of assignments requiring journey, and advanced journey skill levels. The Deputy Clerk of the Board classification has less scope and focuses on processing materials with fewer regulations than the Senior Deputy Clerk of the Board classification.

PAYROLL TITLES AND APPROXIMATE RATES OF PAY
Deputy Clerk of the Board: $32.32 - $45.25 per hour
Senior Deputy Clerk of the Board $35.46 - $49.65 per hour

The ideal candidate will:

• Possess advanced skills using software applications, including Adobe Professional, Microsoft Office, and meeting management software applications, such as Granicus.
• Enjoy working in a dynamic environment with changing priorities.
• Have the ability to complete work under strict deadlines using tact and diplomacy.
• Possess strong interpersonal and communication skills to effectively serve internal and external customers.
• Have knowledge of boards/commissions, agenda/minutes preparation, and parliamentary procedures.
• Have experience clerking meetings.

AGENCY/DEPARTMENT: County Executive Office/Clerk of the Board

Deputy Clerk of the Board and the Senior Deputy Clerk of the Board are Management classifications and are eligible for overtime compensation.

The eligible list established from this recruitment will be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, or Extra Help for this and similar vacancies within the County Executive Office - Clerk of the Board. There are currently two (2) Regular vacancies.

TENTATIVE SCHEDULE:
OPENING DATE: Wednesday, April 23, 2025
CLOSING DATE: Continuous

Examples Of Duties

Duties may include, but are not limited to, the following:

• Performs a facial review and processes all Statements of Economic Interest/Form 700 where the Clerk of the Board is the Filing Officer; following Fair Political Practices Commission (FPPC) regulations, on all Form 700's that are submitted; prepares and distributes notices based on FPPC guidelines; prepares Non-Filer Enforcement Packet for submission to the FPPC;
• Interacts and effectively communicates professionally with members of the public, elected/appointed officials, department/agency directors, and other high-profile individuals;
• Processes and maintains pertinent records, which may include typing, filing, preparing, and mailing correspondence and notices, exhibits, and data-related notes;
• Receives and records legal documents served, and distributes reports to County departments;
• Prepares special and periodic reports which involves compiling data from several sources;
• Assists the public, County staff, and outside agencies or representatives with records requests (in compliance with statutory deadlines; and explains rules and regulations, resolves problems and complaints, provides general procedural information; exercising tact and discretion when distinguishing between, and with consideration of, sensitive or protected and public information;
• Prepares, publishes, and distributes meeting agendas and notices, adhering to governing rules, regulations, legal requirements, deadlines, and restrictions;
• Clerks meetings for assigned Boards/Commissions, following parliamentary procedures; records actions of the Board/Commission; prepares action minutes.
• Assists the public with assessment appeal information and process assessment appeal filings;
• Compiles, distributes, and files minutes after accurately recording meeting proceedings;
• Process Conflict of Interest Codes and update Disclosure Docs application; and
• Performs other related duties as required.

Additional duties for Senior Deputy Clerk of the Board:

• Reviews and processes Assessment Appeal applications ensuring they are adhering to the State Board of Equalization Revenue and Taxation Code and Rules;
• Assists the public with hearing preparation. Schedules Assessment Appeals for hearing;
• Processes hearing confirmations, withdrawals, continuance requests, and requests for reconsideration.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, AND EXPERIENCE:
To qualify for this classification, an individual must possess any combination of education, training, and/or experience that would likely produce the required knowledge, skills and abilities. An example of a qualifying education, training, and/or experience is:

Deputy Clerk of the Board: At least three (3) years of increasingly responsible office clerical work and college coursework in business, public administration, or related field.

In addition, at least one (1) year of experience must include working in a Clerk's Office of a governing, advisory, or quasi-judicial board/council office. Work experience must include at least one of the following: clerking the meetings; documenting actions/orders/minutes of the meeting; preparing agendas and/or other meeting documents; processing Form 700s; reviewing/processing Conflict of Interest Codes.

NECESSARY SPECIAL REQUIREMENTS:

• Office clerical work experience must have included the processing and maintenance of records and files using automated systems in an administrative capacity.
• Excellent written communication skills must be demonstrated in the completion of the application and supplemental questions.
• Ability to lift 5-25 pounds.

Senior Deputy Clerk of the Board: At least two (2) years of experience working in a Clerk's Office of a governing, advisory, or quasi-judicial board/council office.

NECESSARY SPECIAL REQUIREMENTS:

• Excellent written communication skills must be demonstrated in the completion of the application and supplemental questions.
• Work experience must include, clerking meetings; documenting actions/orders/minutes of the meeting; preparing agendas and/or other meeting documents; processing Form 700s; and reviewing/processing Conflict of Interest Codes.
• Ability to lift 5-25 pounds

DESIRED:

• Work experience with the Assessment Appeals process and parliamentary procedures.
• Bachelor's degree in Business Administration, Public Administration, Public Policy, or a related field.
• Certified California State Board of Equalization Clerk of the Board Staff training or Certified Clerk of the Board (CCB), Certified Municipal Clerk (CMC), or Master Municipal Clerk (MMC).
• Bilingual English/Spanish

Substitution at both levels: An Associate's degree in public administration or a closely related field may be substituted for one (1) year of clerical and administrative experience in a Clerk's Office of a governing, advisory, or quasi-judicial board/council office.
Knowledge, Skills, and Abilities:

Working knowledge of:

• Various governmental codes, including Conflict of Interest Codes/Form 700s, Maddy Act, California Public Records Act, the Brown Act; Board Policies, County Codified Ordinance Code, and FPPC Regulations.
• County organization and operating policies and procedures
• Assessment appeals applications
• Automated agenda, meeting management, and/or document management systems
• Clerking board/commission meetings
• Meetings, processes, and procedures for the Board of Supervisors of the County of Ventura and other commissions, committees, and special districts
• Assessment Appeals process (Senior Deputy Clerk of the Board)

Considerable Knowledge of:

• Microsoft Office applications
• Adobe Professional
• Parliamentary procedures
• Standard office procedures, practices, and protocols
• Indexing and filing rules and systems

Skill in:

• Communicating effectively orally and in writing
• Organizing, prioritizing, and scheduling workload to meet strict deadlines
• Analyzing information and formulating recommendations
• Entering, recording, storing, organizing and retrieving data and information stored in an automated records management system
• Composing correspondence and routine reports
• Providing excellent customer service
• Reading and comprehending a variety of technical reports, correspondence, and documents
• Establishing effective working relationships with Board members, management, employees, municipal/State/Federal representatives, and representatives from private sector organizations
• Clerk Meetings; manage public speakers; and document actions/orders of the governing body
• Work independently and effectively handle multiple priorities
• Record, store, organize and retrieve data and information stored in a computerized record system
• Work effectively with sensitive matters and unsettled individuals while delivering information calmly (Senior Deputy Clerk of the Board)

Ability to:

• Maintain accurate records and record-keeping systems
• Perform a variety of work under pressure due to competing demands that may have various time constraints/deadlines
• Analyze and process information with accuracy
• Utilize good judgment and decision-making
• Work independently

Recruitment Process

FINAL FILING DATE : This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

To apply online, please refer to our website at www.ventura.org/jobs . If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura, Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Applicants must provide sufficient information under the Education/Work Experience portion of the application and supplemental questionnaire in order to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted in lieu of the application.

NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (Download PDF reader) for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

TRAINING and EXPERIENCE EVALUATION
The Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded by or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.
ORAL EXAMINATION - 100%: A job-related Oral Examination will be conducted to evaluate and compare participating candidates' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: If there are three (3) or fewer qualified applicants, an examination will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

Candidates successfully completing the examination process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information, and driving record may be required for this position.

For further information about this recruitment, please contact Jessica Jimenez by e-mail at Jessica.Jimenez@ventura.org or phone (805) 654-3675

EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: MB3, MB4, MS, MT, MCC, MU

Salary:

$67,225.60 - $103,272.00 Annually