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Assistant Clerk of the Board

Company: Butte County Environmental Health
Location: Oroville
Posted on: June 9, 2021

Job Description:


Under limited supervision, plans, directs and supervises a variety of administrative and legally required duties for the Clerk of the Board of Supervisors; reviews agenda items for adherence to California codes and Butte County policy; records and preserves the actions of Board of Supervisors; prepares, edits and supervises distribution of Board agendas, minutes and public hearing notices.

FLSA: Exempt

Please NOTE: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience may be evaluated using a pre-determined formula. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.

Essential Job Functions

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

  • Prepares meeting agenda for Board of Supervisors; supervises and directs the preparation of agenda packets for Board members and others; records and preserves the actions of Board of Supervisors; prepares, edits and distributes meeting minutes and other documents resulting from the Board's actions; assures the accuracy and integrity of the agenda packets and departmental documentation.
  • Prepares and presents completed agenda to the agenda management team; distributes final Agenda and back-up materials; meets legal requirements for posting and publishing; supervises the filing and indexing of minutes, ordinances, resolutions, and agreements; manages the record keeping system of Board documents; updates index of records and provides long term storage.
  • Directs preparation and coordination of public hearings, awards and ceremonial resolutions of the Board; attends Board meetings and prepares minutes for Board approval; follows up to obtain signatures as needed on pending and completed business
  • Reviews, conforms, attests, notarizes, records and preserves all resolutions, ordinances, contracts and other records and documents of the Board of Supervisors; determines what information should be part of the permanent record; accepts and distributes petitions, claims, appeals, and law suits.
  • Designs, implements and supervises the records maintenance functions of the Board; directs retention of public records pursuant to approved retention schedules; preserves historical records; converts files to electronic format.
  • Schedules, publishes, and maintains calendar of public hearings; responds to inquiries by media and general public regarding Board actions, procedures, and requirements.
  • Manages assigned staff; prioritizes and assigns tasks and projects; counsels, coaches, trains and develops staff skills; conducts performance evaluations.
  • Prepares and monitors division budget; prepares special and recurring reports, budgets, grants, proposals and contracts, and disseminates to County personnel and external agencies.
  • Monitors and reviews trends in County recording duties and functions and recommends operational and policy improvements; confers with department staff, public officials and other professionals to define and develop strategies to achieve CAO and Board's objectives.
  • Maintains and updates the Board website; converts all documents and graphics into web based formats; creates master documents and links within website.
  • Supervises and directs the maintenance of the County's appointment registry and the assessment appeals process.
  • Performs other duties as assigned or required.

Minimum Qualifications

  • Associate's degree in Public Administration, Business Administration, Paralegal or a related field, or four (4) years of experience working with or assisting with County administration, governing boards and/or parliamentary or legal procedures.
  • Valid State of California driver's license may be required.
  • Ability to obtain a California Notary Public Commission.
  • Employees hired into this classification must file statements of economic interest with the Butte County Clerk/Recorder.

Environmental Factors and Conditions/Physical Requirements

  • Work is performed in an office environment.

Keywords: Butte County Environmental Health, Chico , Assistant Clerk of the Board, Other , Oroville, California

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