DEFINITION: Under direction, provides a variety of responsible, complex, and specialized administrative assistance to the District Clerk and the Board of Directors; manages the District’s virtual meeting/electronic agenda management software, including the preparation and posting of official Board and committee meeting agendas, audio and visual recordings, meeting minutes, and resolutions; assists in the maintenance of official documents and records; performs research and analysis, and participates in special projects in support of the Board, Board committees, the District, and District initiatives; and performs related work as required.
Supervision Received and Exercised: Receives direction from the District Clerk. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS: This journey level classification is responsible for independently performing complex administrative duties in support of the District Clerk, Board of Directors, and the District’s Foundation. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.
EXAMPLES OF TYPICAL JOB FUNCTIONS (ILLUSTRATIVE ONLY)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Assists in overseeing and performing functions of the day-to-day operations of the District Clerk including the maintenance of administrative files, resolutions, ordinances, contacts, agreements, and other official documents; performs mandated and other District Clerk duties in the absence of the District Clerk.
- Participates in the development and implementation of goals, objectives, policies, and priorities for departmental programs; recommends and administers policies and procedures.
- Assists with preparation of Board and committee meeting agendas; starts the process of creating agendas, reviews for completeness, and submits to the District Clerk for final review; assists in the distribution of agenda packets; attends meetings; takes meeting minutes and prepares minutes; assists in preparing public notifications, agendas, minutes, and other documents; publishes, files, and indexes all proceedings of the Board of Directors.
- Serves as the District’s virtual meeting/electronic agenda management software subject matter expert, responds to requests for assistance from District management, staff, and Board members, troubleshoots system issues and ensures maximum and appropriate utilization.
- Arranges Board room in preparation of Board meetings, sets up audio and visual equipment, and orders refreshments.
- Supports the District Clerk with the records management program and records retention and destruction; ensures legal compliance with retention schedules; assists in implementing and administering records retention policies and procedures; retrieves District documents, historical information, and other information as needed.
- Assists in ensuring compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; monitors public records requests and escalates to the District Clerk as appropriate; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the District is upheld.
- Provide specialized administrative support to the Desert Recreation District Foundation Board; coordinates, prepares, reviews, and posts meeting agendas and staff reports; attends meetings; takes and transcribes meeting minutes; oversees the recording of all official proceedings; directs the publication, filing, indexing, and safekeeping of all proceedings of the Foundation; follows up on Board actions taken, and notifies appropriate parties.
- Participates in and provides administrative support for a variety of special projects and initiatives related to the functions of the District Clerk, Board of Directors, Assistant General Manager, and/or General Manager.
- Receives and responds to difficult and sensitive problems and inquiries in a professional manner; researches information; identifies and reports findings and takes necessary corrective action.
- Prepares and proofreads correspondence, reports, and other documents from instructions and marginal notes, including confidential materials.
- Performs complex clerical work involving thorough familiarity with policies, procedures and terminology; locates sources of information.
- Classifies materials by nature of the subject; develops and maintains filing systems as required; maintains informational and operational records.
- Assists with the maintenance of the Risk Management database, including maintenance of Certificates of Insurance; gathers and compiles risk-related information and data from a variety of internal and external sources in support of risk functions.
- Provides information and assistance to the public and other agencies related to District services, programs, policies, and procedures.
- Observes and complies with District and mandated safety rules, regulations, and protocols.
- Performs other duties as assigned.
