Clerk of the Board Assistant

Full Job Description

The County of Riverside’s Clerk of the Board Department is seeking a Clerk of the Board Assistant who will support the Assessment Appeals Board Division in Riverside.

The Clerk of the Board Assistant will perform a wide range of administrative duties, including but not limited to data entry, scheduling hearings, recording meeting minutes, front desk customer service, email correspondence, answering inquiries via phone and in person, and providing general administrative support.

Competitive candidates will possess demonstrated experience in data entry, customer service, and providing clerical support to a legislative or executive body, as well as strong organizational and time management skills.

This position follows a Monday through Friday schedule, from 8:00 a.m. to 5:00 p.m., during the probationary period.

Meet the Team!

The Clerk of the Board supports the Board of Supervisors, which is the governing body of the County, certain special districts and the Housing Authority.

The Board enacts ordinances and resolutions, adopts the annual budget, approves contracts appropriates funds, determines land use zoning for the unincorporated area, appoints certain County officers and members of various boards and commissions.

Requirements

• Review documents to be placed on the Board agenda; review documents for proper wording of requests; identify the types of actions required such as Minute Orders, Resolutions or Ordinances; classify by category the action to be completed and ensure the proper placement of items on the agenda.

• Type, proofread and print agendas; verify that all attachments to letters such as maps, agreements, leases, reports, bonds, deeds, etc., are attached for Board review; assign agenda numbers to items appearing before the Board.

• Assist in Minute Order preparation; prepare material needed by County Counsel or other governmental agencies to draft Resolutions or other documents; assist in the distribution of Minute Orders, Resolutions, Ordinances, or other information resulting from Board action to departments, agencies, commissions, other branches of government, or other concerned individuals.

• Prepare public and legal notices; make arrangements for timely publication of notices in newspapers; draft formal notices of posting, remit documents to affected agencies and post information for members of the public.

• Compose Statement of Proceedings for Board of Supervisors meetings for distribution and provide support in the preparation and/or distribution of the Board Meeting Proceedings; answer telephone and public counter inquiries pertaining to Board meetings and activities.

• When providing support in the Assessment Appeals Division, assist in processing Assessment Appeals Applications; schedule Assessment Appeals Hearings before an Appeals Board or a Hearing Officer and prepare and distribute calendar of the meetings; notify the applicants and the Assessor's Office regarding the time and place of the hearing; prepare and maintain agendas and all pertinent records for hearings; swear in applicants and witnesses for the hearings; verify that materials required for the hearings are complete; record the pertinent minutes of the hearings and the final action of the Board, and compute the new assessed values as determined by the Board; prepare notices informing applicants of the Board's action and the procedures to be followed; complete assessment applications by recording the Board's decision; answer inquiries from taxpayers concerning the filing of applications for equalization of assessments and appeals procedures.

• Accept tort claims and lawsuits filed against the County, including processing claims, summonses and subpoenas; notify Risk Management and/or County Counsel, including scanning all documents received and forwarding to the appropriate department for handling; review claims for completeness and compliance with applicable government code; prepare and mail correspondence, including notices of disposition; answer inquiries from constituents and department staff; maintain official records, including database and retrieval of information in response to public records requests.

• Review the work of incumbents in the maintenance of the official records of the Board of Supervisors and the retrieval of information from the records; review a variety of reports, forms, and records for accuracy, completeness, and compliance with applicable County Ordinances.

• Receive and screen a variety of visitors and telephone callers; ensure that inquiries are promptly answered or referred to appropriate sources; answer questions involving searching for and summarizing technical data, laws, policies, or procedures; answer routine, difficult and hard-to-handle inquiries from all County departments, agencies and members of the public regarding the County or applicable policies and procedures; provide information to the public or interdepartmental representatives in situations where judgment and interpretation of departmental policies and regulations are required; gather and summarize data on a wide range of subjects requiring a knowledge of the functions, services and operations of County departments.

• Receive bids, answer questions on awards and return successful bidder checks.

• File negative declarations and notices of determination in accordance with California Environmental Quality Act.

• Perform computer-assisted indexing of all records of the Clerk of the Board; support records conversion and retrieval programs as directed.

• Compile a variety of narrative and statistical reports which require locating sources of information, devising forms to secure the data and determining proper format for finished reports; design or revise office forms; perform complex clerical work requiring the application of laws, policies, procedures, and specialized terminology; prepare and process materials which require the review of complex source material and a thorough familiarity with policies, procedures, terminology, and various applicable laws in order to obtain the necessary data.

• Establish and maintain complex filing systems of confidential and administrative materials.

• Screen incoming correspondence and perform routine follow-up to ensure that deadlines are met; arrange correspondence for reply in order of priority with appropriate background material attached for reference; initiate replies to routine correspondence; compose correspondence and other materials requiring the application of subject matter knowledge and discrimination in the selection of data; independently compose correspondence for a Supervisor's signature as needed.

• May arrange meetings; ensure that notifications are made, the agenda is prepared and distributed, and location is reserved; may attend meetings and conferences to assist the Clerk of the Board or Supervisor in the presentation and gathering of information; make travel arrangements and lodging reservations.

• Maintain time and expense records and submit claims and time reports.

• Relieve the Clerk of the Board and other administrative staff performing complex work of routine administrative responsibilities.

Qualifications

OPTION I

Education: Graduation from an accredited college or university with an associate degree, preferably with major coursework in business or public administration, political science, economics, or a closely related field.

OPTION II

Experience: Two years of varied clerical experience, preferably with responsibility for providing support to a legislative or executive body.

ALL OPTIONS

Knowledge of: Office practices and procedures followed to process a variety of documents and provide clerical support to the Board of Supervisors; methods, procedures and filing systems used to record, store and retrieve Resolutions and other records of Board actions; basic procedures and practices related to formal board meetings; clerical processes used to receive construction bids, process sale of school bonds and publish and establish hearing dates pertaining to activities of special districts or other governing bodies; modern office procedures including preparing correspondence, legal notices and bid invitations.

Ability to: Compose clear and concise correspondence; interact with and resolve matters with members of the public; answer less difficult questions pertaining to Clerk of the Board or County procedures; provide administrative support during formal board meetings; compose Board of Supervisor minutes and summaries that accurately interpret actions and Board intent; provide administrative support in setting and organizing items for Board consideration.

Additional Information