District Secretary

Rancho California Water District is looking for a talented District Secretary to serve as the official custodian of Board records and to provide outstanding support to our Board of Directors and executive team. 

Interested candidates MUST include a resume and completed application at www.ranchowater.com/careers to be considered for this position. The recruitment process may include, but not limited to, an application review, skills testing, and panel interview.  

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JOB DESCRIPTION

A corporate and administrative officer and secretary of the District, under general direction, supervises assigned staff, plans, develops, implements, manages, and coordinates the activities of the Board Administration Department and provides administrative support to the Board of Directors, General Manager, Executive Staff, and other departments as needed.  

CLASS CHARACTERISTICS

Under general direction, the District Secretary is responsible for establishing objectives, timelines and work methods to complete assignments. This is a supervisory position and the incumbent is expected to perform at a complex level encompassing a wide variety of administrative duties with considerable discretion, initiative, and independent judgment. This job classification is confidential and non-represented.

EXAMPLE OF DUTIES

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

• Serves as the official custodian of Board records and proceedings, directs care and control of agendas, minutes, ordinances, resolutions, recordings of Board/Committee meetings, agenda items, and other supporting documents referred to in the Board minutes.
• Serves as the Recording Secretary for Board meetings and backup for Committee meetings.
• Performs executive administrative support to the Board, General Manager, Assistant General Manager and other Executive Staff as assigned; types and/or drafts memoranda, correspondences, agenda material, and other documents and reports as requested; and proofreads and checks typed and other material for accuracy, completeness, and are in compliance with District standards.
• Furnishes copies of ordinances, resolutions, minutes and other official records, certified and sealed as to their validity. 
• Supervises preparation of Board/Committee agendas and agenda packets.
• Supervises and participates in a wide range of administrative services; establishes work methods and procedures; assigns duties and evaluate results.
• Directs and assigns staff, evaluates results, conducts performance appraisals, and recommends personnel actions such as hiring, promotion, discipline, and termination.
• Ensures compliance with legal requirements governing the conduct of public meetings, the Brown Act, closed session and dissemination of material/agreements related to Board action.
• Coordinates the conduct of Board elections with the County of Riverside, administers the oath of office as required, and assists with the orientation of newly elected Board members. 
• Coordinates the publication of legal notices, agendas, minutes and other postings as required by law. 
• Coordinates the biennial update and review of the Conflict of Interest Code with legal counsel, the Riverside County Board of Supervisors for Rancho Water, and the Fair Political Practices Commission (FPPC) for SRRRA).
• Ensures compliance with local, state, and federal laws pertaining to filing of conflict-of-interest statements; administers procedures for filing Statement of Economic Interest (Form 700s); and notifies affected parties of filing requirements and deadlines. 
• Provides day-to-day oversight of assigned staff to ensure high performance, and a customer-service oriented work environment that supports the District’s mission, strategic plan, objectives, and values.
• Schedules and coordinates meetings, seminars, conferences, and training sessions for the General Manager, Executive Staff, and Board of Directors; maintains General Manager and Board calendars to coordinate, arrange, and confirm meetings; screens meeting requests, and refers appointments to other staff, as appropriate.
• Prepares annual budget for the Board, Board Administration, and General Manager’s office.
• Administers oaths and affirmations. 
• Certifies, attest to, and notarizes legal documents. 
• Maintains updates to the District’s Administrative Code Part I – Administration of the District.
• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Complex principles and practices of office administration
• Organization, operations, and functions of the District.
• Conduct of Board elections.
• Techniques of public agency budget administration.
• Rules and regulations for the conduct of public meetings.
• California Water District Law/Ralph M. Brown Act.
• Procedures and rules of the Board and its Committees.
• Special District Administration.
• Advanced uses of common office software (Word, Excel, PowerPoint, web browsers, and other software).
• District policies and procedures.
• Proper English, spelling, grammar, and punctuation usage. 

Ability to:

• Participate in a full range of administrative activities.
• Select, supervise, train, and evaluate assigned staff.
• Serve as Secretary to a variety of boards and committees.
• Provide confidential and complex support to Board Members and executive management personnel.
• Evaluate operational and administrative problems and formulate effective strategies and solutions.
• Administer an assigned department budget.
• Interpret and apply laws, codes, regulations, policies, and procedures.
• Perform highly complex secretarial work with speed and accuracy. 
• Type 60 WPM.
• Transcribe minutes and record actions for public governing boards, in accordance with local, state, and federal laws.
• Maintain confidentiality of privileged or sensitive information.
• Operate standard office equipment.
• Gain cooperation through discussion and persuasion.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

The essential functions of this position will require the employee to perform the following physical activities:

• Communicates verbally with District management, co-workers, and the public in face-to-face, one-to-one, and group settings.
• Regularly uses a telephone for communication.
• Uses office equipment such as personal computers, copiers, and fax machines.
• Sits for extended time periods.
• Hearing and vision within normal ranges.
• Carry, push, reach and lift to 20 lbs. routinely.
• Reach at above shoulder heights (5%), at shoulder height (5%), below shoulder height (90%).
• Occasionally stoop, kneel or crouch.
• Sufficient manual dexterity to operate equipment.
• Regular attendance.

OTHER REQUIREMENTS

This position is classified as exempt from state and federal overtime pay provisions because the duties and responsibilities meet the requirements for exemption under the Fair Labor Standards Act. The position will be required to work varying hours, weekends, and holidays as the day-to-day job duties may require.

SELECTION GUIDELINES:

The appropriate knowledge, skills, and abilities can be achieved through a variety of combinations of experience and training. A typical example is:

Experience:

• Five (5) years of progressively responsible administrative experience.
• One (1) year of supervisory experience or equivalent (i.e. supervisory training and/or supervising a project or team), is desirable.
• Experience in a government setting dealing with elected and appointed officials is required.

Training: 

• Associate degree, or equivalent, with major course work in public administration, business administration, or related field is desirable.
• Licenses and Certificate:
• Completion of the California Special District Association Board Secretary/Clerk Certificate Program within three (3) years from date of hire.
• California Notary Public within six (6) months from date of hire.

Salary: $119,452 – $157,676