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Los Angeles County Metropolitan Transportation Authority

Job Specification

BOARD CLERK

 

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Pay Grade
H1P ($115,169.60 - $143,936.00 - $172,702.40)
Job Summary

Leads the Board Clerk's Office and administers the office’s overall function to provide efficient professional, administrative, and legal services to support the Board of Directors in accordance with Metro’s vision and internal controls; ensures that the Board is well informed and that its activities are well documented; ensures public participation in Board business; develops innovative and new methods of facilitating accessibility of the Board and Board materials to the public; and serves as Custodian of Records and Agent for Service of Process for Metro and its employees

Duties and Responsibilities
  • Directs preparation and distribution of official notices, agendas, recommendations, and other materials for meetings/public hearings of Board of Directors and its committees

  • Directs, plans, and organizes activities of the Board Clerk's Office to ensure administrative support and special services are provided for the Board in an efficient and effective manner; maintains the Board's rules and procedures, and appointments made by the Board Chair

  • Oversees preparation of meeting minutes for the Board of Directors and its committees

  • Facilitates public participation in Metro Board and Board committee business

  • Facilitates public accessibility to the Board, Board materials, and Board records, including deploying new technology-based solutions and facilitating participation for individuals with limited English proficiency

  • Provides policy direction to assigned staff, directs the establishment of goals and major priorities, and advises on the development of strategies and resolutions of major problems

  • Accepts legal service for Metro and its employees in the role of Agent for Service of Process

  • Represents Metro in official communications with public agencies and the business community and in courts of law serves as Custodian of Records

  • Ensures maintenance and security of Metro records and Metro seal

  • Certifies various official documents for Metro

  • Prepares and administers departmental and Board of Directors' budget; approves Director expenses and stipend payments, and travel and expense reports

  • Monitors activities of and provides guidance to assigned staff to ensure conformance with goals and objectives of reporting unit, encourages open communication, and eliminates impediments to peak performance

  • Communicates and implements safety rules, policies and procedures in support of the agency's safety vision and goals; and maintains accountability for the safety performance of all assigned employees

  • Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

May be required to perform other related job duties

Essential Knowledge, Skills and Abilities

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

  • Theories, principles, and practices of public and corporate clerk administration

  • Rules and procedures for public agency notices, minutes, reports, and agendas

  • Applicable local, state, and federal laws, rules, and regulations

  • Budgeting principles

  • Modern management theory

  • Granicus or equivalent legislative management systems/technologies

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

  • Planning, organizing, and managing the work of a public agency corporate clerk's office

  • Communicating effectively orally and in writing

  • Operating personal computers and general office equipment

  • Interacting professionally with various levels of Metro employees, outside representatives, and elected officials

  • Preparing comprehensive reports and correspondence

  • Exercising sound judgement and creativity in making decisions

  • Supervising, training, and motivating assigned staff

Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

  • Meet time constraints and deadlines

  • Understand, interpret, and apply relevant laws, rules, regulations, policies, procedures, contracts, and budgets

  • Handle highly confidential information

  • Think and act independently

  • Listen carefully, determine what is important, and be able to quickly and accurately record it

  • Represent Metro before elected officials and the public

  • Analyze situations, identify problems, recommend solutions, and evaluate outcomes

  • Make financial decisions within a budget

  • Plan financial and staffing needs

  • Read, write, speak, and understand English

Minimum Qualifications

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a two-for-one year basis. A typical combination includes:

Education

  • Bachelor′s Degree in Public Administration, Business Administration, Political Science, or a related field


Experience

  • Six years of relevant experience or three years of relevant supervisory-level experience maintaining official public records for an elected/appointed Board, other legislative body, or public official(s)


Certifications/Licenses/Special Requirements

  • A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions

Special Conditions

The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.

Working Conditions

  • Typical office situation

  • Large open meetings with members of the general public present

  • Close exposure to computer monitors and video screen

  • Work irregular hours, split shifts, weekends, holidays, or 24-hour-a-day on-call assignments


Physical Effort Required

  • Sitting at a desk or table

  • Operate a telephone or other telecommunications device and communicate through the medium

  • Type and use a keyboard and mouse to perform necessary computer-based functions

  • Communicating through speech in the English language required

 

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Job GroupJob Class CodeFLSA StatusDate OriginatedDate Revised
Non-Contract4210Exempt18-AUG-9413-MAY-21

Disclaimer
This classification is at-will and the incumbent serves at the pleasure of the hiring authority.

This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements.

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