West Basin is seeking an experienced Deputy Board Secretary II who thrives in a fast-paced and dynamic work environment, who is flexible to change, can prioritize and expedite tasks and provide excellent customer service to both internal and external customers. The Deputy Board Secretary II will perform a wide range of complex administrative duties of a sensitive and confidential nature in support of West Basin's Board Secretary, Administrative Services Manager, the General Manager and the Board of Directors. The desired incumbent will also ensure work quality and adherence to established West Basin policies and procedures.
Under direction, the Deputy Board Secretary II will participate in the preparation of Board agenda and minutes; prepare a variety of administrative and operational reports; serve as liaison with other West Basin staff, outside agencies, and the general public; and provide leadership for District-wide support staff to ensure high performance and quality of work. The incumbent may also serve as acting Board Secretary in the Board Secretary's absence.
The Deputy Board Secretary II is the experienced/journey level class in the series, fully competent to independently perform duties.
Key responsibilities are:
Provides secretarial and administrative support to the Board Secretary, Administrative Services Manager, the General Manager and/or Board members, as directed; types and/or drafts memoranda, correspondence, documents and reports often of a highly sensitive and confidential nature; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with West Basin standards, policies and procedures; and maintains and updates West Basin policies and administrative regulations.
May serve as Board Secretary at Board and Board committee meetings; attends Board, Committee, and other meetings held on a variety of issues; assists in coordinating meeting arrangements; makes copies, assembles and distributes agenda packets; notifies staff and the public when packets are available for viewing and/or printing; sends packets to the Board of Directors; ensures proper recording of meeting actions/votes on agenda items; provides proper and legal public notification of Board meetings/closed sessions; and drafts and submits meeting minutes/summaries for review.
Performs a variety of administrative duties for the Board of Directors including, but not limited to coordinating travel for conference attendance; processing per diem and travel expense reports, coordinating Board of Director participation in West Basin sponsored and various community outreach events, preparing certificates and proclamations; purchasing of event tickets; scheduling internal/external meetings; and coordinating Metropolitan Water District Inspection Trips.
Establishes and maintains Board/Department records, including those of a confidential nature; properly disseminates all actions including minutes, resolutions, agreements and legal documents; assists in preparation and processing of Director's fees and expense requests; and prepares and processes payment for West Basin sponsored events.
Maintains and distributes monthly Director Calendars.
As directed, may assist the Administrative Services Manager in maintaining the General Manager's calendar; coordinates, arranges and confirms meetings and appointments; screens requests for appointments; coordinates and makes travel arrangements for the General Manager as assigned; assists in taking minutes and preparing and distributing agendas for management and other meetings; plans, organizes and makes arrangements for special events and meetings; and identifies event locations and arranges setup.
Researches and assembles information from a variety of sources for the preparation of complex, confidential and/or sensitive records, correspondence and reports, as assigned; designs, creates, organizes and maintains specialized and other office files or filing systems; establishes and maintains confidential, subject and tickler files.
Serves as a contact and liaison for assigned functions and programs with other West Basin staff, the general public, and outside agencies and organizations; receives and screens visitors and telephone calls, providing information and handling issues that often require sensitivity and use of sound, independent judgment; responds to requests for information, refers matters to appropriate West Basin staff and/or takes or recommends action to resolve the request; and provides information regarding West Basin Board policies and procedures, administrative regulations and general West Basin procedures.
Reviews, determines the priority of and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed; and responds to e-mails inquiries.
Attends a variety of meetings, as assigned, training sessions, conferences, committees, workshops and seminars.
Certifies and attests to documents and may serve as a Notary Public for West Basin; and upon request, certifies and seals the validity of official records.
Operates a variety of office equipment including a computer, copier, phone, and typewriter; utilizes various computer applications and software packages in the preparation of a range of correspondence; and maintains and generates reports.
Provides lead work direction and training to other secretarial and clerical staff, as directed.
Performs related duties as assigned.
The ideal candidate will have:
A Bachelor's degree from an accredited college or university with major coursework in public or business administration or a closely related field; AND five years of increasingly responsible office administrative or secretarial experience supporting senior level executives, department heads, Board of Directors, Executive Committees, City Councils or City Commissions. Experience in a public agency setting which involved work with elected officials is preferred.
Knowledge of operations, services, and activities of assigned functions, programs, and operations; office administrative and management practices and procedures; and principles and practices of sound business communication.
Knowledge of principles and practices used in agenda and minute preparation; and correct English usage, including spelling, grammar and punctuation.
Knowledge of the role and responsibilities of a public governing board and applicable state law, code and regulations governing the conduct of public meetings and maintenance of public records.
Knowledge of the basic principles and practices of public administration, including purchasing and maintenance of public records; advanced skills and proficiency in word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; research techniques, methods and procedures; and methods and techniques of public relations.
Ability to perform responsible and difficult administrative support and secretarial duties involving the use of independent judgment and personal initiative.
Ability to carry out assigned daily activities and administrative functions of the General Manager's and Board of Director's Offices in a sensitive and visible political and organizational environment requiring management of multiple and changing priorities; organize, set priorities and exercise sound independent judgment within areas of responsibility; and interpret, apply, explain and reach sound decisions in accordance with laws, regulations and policies.
Ability to organize, research and maintain extensive and confidential office files; and compose correspondence, prepare documents and make arrangements from brief instructions.
Ability to maintain highly sensitive and confidential information; implement and maintain filing systems; type and enter data at a speed necessary for successful job performance; and use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals.
Ability to communicate ideas clearly and concisely both orally and in writing, and prepare clear, concise and comprehensive correspondence, technical reports, and other written materials.
Ability to perform highly detailed work on multiple, concurrent tasks; and work with frequent interruptions.
Ability to establish and maintain effective working relationships with District Board members, executives, elected and appointed officials, management and staff, external officials, the public and others encountered in the course of work.
Possession of or ability to obtain Certification as a Notary Public.
Possession of a valid Class C California Driver's License, proof of insurance and an acceptable driving record are required at the time of appointment and as a condition of continued employment. Employee is required to use his or her own vehicle with mileage reimbursed at the standard IRS rate.
There is one (1) vacancy currently available for this position. The salary range is $82,681 - $103,352 annually, depending on qualifications. This position is eligible for benefits.
Apply by: October 15, 2018. Apply online at: www.westbasin.org. For questions or additional information, please contact: West Basin Municipal Water District, Human Resources Department, 17140 S. Avalon Boulevard, Suite 210, Carson, CA 90746, (310) 660-6228. Email: firstname.lastname@example.org.
Resumes will not be accepted in lieu of a completed West Basin Online Application and Supplemental Questionnaire. The most qualified applicants will be invited to participate further in the screening process, which will include a panel interview and possible written exercise.
About West Basin Municipal Water District
West Basin Municipal Water District is a global leader in the water industry in water recycling, conservation, water resource management, youth and adult education, and ocean-water desalination. West Basin provides drinking water and recycled water to eight local retail water agencies including four cities, three private water companies and one county water agency. The District serves a population of nearly one million residents in 17 cities and unincorporated areas along the coastal corridor from Palos Verdes to Malibu. The District is governed by an elected five-member Board of Directors and is a member agency of the Metropolitan Water District of Southern California.
West Basin operates the state-of-the-art Edward C. Little Water Recycling Facility and three satellite locations. It is the largest treatment and water purification facility of its type in the world providing nearly 40 million gallons of water each day to over 300 sites. West Basin utilizes various advanced treatment processes to produce five types of high-quality "designer" waters used for commercial, industrial and landsca...pe purposes, including three ultra-pure waters. The District is also researching environmentally-responsible ocean-water desalination and currently hosts tours at its Water Education Center in Redondo Beach, California and also at the Edward C. Little Recycling Facility.
West Basin owns and operates approximately 100 miles of recycled water pipeline, and supplies recycled water to customers for non-potable use. To expand the use of recycled water, the District assists customers with the process of converting their sites to utilize recycled water. In addition, the District conducts site inspections to ensure compliance for the safe use of recycled water.
West Basin is an equal opportunity employer, promoting diversity in its recruitment process and programs. The District is committed to customer service and seeks to provide its customers with the most qualified and exceptional professional services through those they employ, while offering an excellent benefits package to its employees.
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