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Essential Function
Under general direction, performs administrative and executive secretarial work necessary for the effective operations of the central executive office and supportive to the activities of the governing board and for developing standardized formats for public records, documents and operating procedures in conformance with applicable laws, regulations, codes and policies in a public agency.
Distinguishing Characteristics
This is a single-position, confidential senior executive office management classification. This position must demonstrate a high degree of proficiency in making a wide variety of managerial, technical and administrative decisions that have District-wide and legal implications.
SUPERVISION RECEIVED AND EXERCISED
This position reports to the General Manager, and receives general direction from the Deputy General Manager, Business Services Director, Resource Recovery Services Director, Engineering Services Director, and the Board of Directors.
Exercises direct supervision over the Senior Administrative Assistant/Records Specialist and over designated Administrative Assistant I, II and III job classifications.
Primary Duties
1) Board and Public Meeting Support:
Oversees preparation and organizes materials for the Board of Directors meetings.
Directs the development, production, compilation, and duplication of agendas and attendant packets of materials for submission to the Board at public meetings.
Directs the distribution of agenda packets to members of the Board, counsel, internal departments and other affected or interested organizations and persons.
Responsible for the official publication of public meeting notices and other actions in conformance with applicable laws and regulations.
Responds to inquiries, communicates information and takes other action to supplement or modify agenda information.
2) Meetings:
Takes notes and minutes during Board meetings and when needed at other meetings to record proceedings.
Produces official minutes and related documentation required from meeting actions and, as appropriate, causes attestation and publication of documents; records, duplicates, distributes and takes follow-up actions as needed.
Provides information and training on legal noticing and other requirements applicable to public meetings.
May make formal presentations to Board as necessary.
Oversees the set up for meetings, seating, recording devices, microphones, and presentation equipment.
3) Records Management:
Oversees District Records Management Program.
Responsible for supervising Records Center personnel.
Responsible for following Federal, State and local laws pertaining to records management.
4) Administrative and Clerical:
Produces correspondence, obtains and provides information, makes appointments and performs other secretarial services for members of the Board, General Manager, and legal counsel on District-related business.
Responsible for equipment titles and registrations.
Provides factual information that may require the use of judgment, discretion, or the interpretation of policies and procedures. Initiates correspondence and other material independently or for signature.
Identifies and arranges for the preservation of historical documents, photographs and materials.
Identifies, searches, and retrieves information from archives or retired files relevant to current issues.
Makes arrangements for travel, accommodations and attendance at seminars and conferences for Board members and General Manager. Assists staff when necessary.
Accepts subpoenas and summonses as appropriate.
Screens and distributes confidential communications as appropriate.
Evaluates/approves purchase orders and purchase recommendations of administrative staff.
With the assistance of the Senior Administrative Assistant/Records Specialist, oversees administrative staff work quality and performance to ensure the proper level of customer service.
Prepares Performance Evaluations for administrative staff.
5) Documentation Standards:
Researches, develops and drafts standards and procedures for composing, organizing and formatting to be applied in production of District documents; coordinates review and approval processes and implements as approved.
Prepares examples to show organization of titles/subtitles/subjects, wording of standard provisions and paragraph, font and other style requirements applicable to ordinances to be incorporated into the District Code, resolutions, staff reports, policies, procedures, external and internal correspondence.
Coordinates new and revised sections of District Code to incorporate current standards, information required by customers and users and to assure clarity and ease of comprehension.
Develops operating requirements for establishing, revising, updating and distributing policies and operating procedures and manuals.
Maintains oversight of all District policies and procedures and may write and develop same.
OTHER ASSIGNED DUTIES
Gathers information and data, evaluates and produces reports on administrative subjects. Administers contracts applicable to District-wide office service functions. Coordinates activities of department managers when assigned to work on developing district policy or programs related to specific topics. Participates in teams engaged with process and customer service improvements, cross-training and team performance evaluations. Prepares and presents formal reports and recommendations as appropriate. Participates in District committee and staff functions. Performs other work consistent with the responsibilities assigned to the classification and necessary to the effective operations of the District.
Qualifications
A combination of training and experience which demonstrates that a person has obtained the required knowledge and is able to perform the required work (with reasonable accommodation, if needed). A person with the following combined training and experience would typically qualify to compete in a selection process:
EDUCATION: Equivalent to an Associate’s Degree from an accredited college with major course work in Business or Public Administration or directly related field, as well as a high school diploma. A Bachelor’s degree and supervisory experience is highly desirable.
EXPERIENCE: Minimum of five (5) years of progressively responsible administrative or executive support experience, including one year of experience that required preparing written communications to governing bodies and understanding of procedures and laws associated with the function of a governing body. Prior supervisory experience is highly desirable.
Knowledge of the following is required to perform the essential function:
Current principles and practices of managing the official activities and records of the political body of a public agency.
General intent and specific application of federal, state and local laws and regulations applicable to the public deliberation, recording, and documentation of official actions of a public agency.
General format, content requirements and legal standards applicable to the production and recording of official legal documents enacted by a public agency.
Techniques used in locating information resources, and gathering, organizing and summarizing data.
Basic arithmetic.
Business English, composition, spelling, grammar, punctuation and general business terminology.
Principles of supervision; techniques for training, motivating and developing employee skills and conducting formal performance evaluations.
Ability to do the following is required to perform the essential function:
Apply generally accepted practices to managing the official activities and records of a publicly elected Board of Directors.
Interpret and apply the specific provisions of legal and regulatory enactments to specific operating conditions.
Understand and carry out oral and written directions.
Provide verbal and written information to a wide variety of people and officials.
Write clear drafts and produce final copy from general instructions.
Interpret and apply District policies, procedures, and rules.
Organize information and data, apply standardized formats and produce final copy.
Work independently and solve problems within general procedures.
Work cooperatively with other departments, outside agencies, and the public.
Exercise diplomacy and tact in contacts with the public.
Exhibit a high customer service priority in contacts with others.
Transcribe verbally recorded information and produce documents in prescribed formats.
Operate personal computers and output equipment with sufficient speed and agility to produce error-free copy within timelines.
Operate District standard software including word-processing and spreadsheet applications.
Physical Demands and Working Conditions
Work in normal office environment with controlled lighting and ventilation and moderate noise levels. May be required to work outside of normal business hours as operational needs dictate.
Periodic travel may be required for training and other business purposes.
Frequent sitting at desk for prolonged periods while using computer and/or in meetings.
Regularly uses standard office equipment (typewriter, fax machine, scanner, copier, telephone); intermittently twisting and reaching to operate other equipment without incapacitating adverse effects.
Occasionally transport, lift and otherwise safely handle objects weighing up to twenty-five (25) pounds.
Occasionally operate District vehicles and electric carts.
Occasionally reach above shoulder level to access or place files, paperwork or binders and related items on and off overhead cabinets.
Periodic kneeling, bending and/or stooping to retrieve or place documents, files and/or boxes on and off lower shelves, drawers or ground level.
Required Licenses, Certifications and Registrations
A valid California State Class C license must be maintained at all times. Continued maintenance of valid driver’s license in compliance with established District vehicle operation standards, and the ability to be insured for the operation of a vehicle/District vehicle in accordance with the terms and conditions of the District’s insurance program are conditions of continued employment.
Employment Conditions
Fair Labor Standards Act Classification: Exempt from overtime under the administrative exemption
Collective Bargaining Representation Unit: Unrepresented
Job Specifications Approved by: Board of Directors on 3/22/2006
Appointment and Removal Authority: General Manager
Amended & Approved by: General Manager on 03/20/2008
Revised by: General Manager on 06/01/2018
BENEFITS OF EMPLOYMENT In addition to providing challenging and interesting career positions, the District offers a comprehensive benefit package, which includes: Healthcare Insurance: The District contracts with CalPERS to provide medical coverage to qualified employees, their eligible spouse/registered domestic partner, and/or dependent children through the Public Employees’ Medical and Health Care Act (PEMHCA) and pays 100% of the monthly premium cost for the plan selection for the active member and their eligible dependents. The District also provides vision and dental coverage for qualified employees, their eligible spouse/registered domestic partner, and/or dependent children, and pays 100% of the premium. The District participates in the federal Social Security (6.2% – FICA and 1.45% – Medicare) and State Disability Insurance (SDI) programs. Life Insurance: The District provides fully paid basic life and accidental death & dismemberment insurance. The District also provides Long Term Disability coverage and an Employee Assistance Program. Retirement: The District participates in the California Public Employees’ Retirement System (CalPERS) CalPERS Classic Member – pension formula of 2% @ 55A member who established CalPERS membership for the first time prior to January 1, 2013, and who is hired by a different CalPERS employer after January 1, 2013, with a break in service of less than 6 months.The employee pays 100% of the employee’s contribution, which is 7% of base salary. CalPERS New Member – pension formula of 2% @ 62(1) A new hire who is brought into CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any other California public retirement system.(2) A new hire who is brought into CalPERS membership for the first time on or after January 1, 2013, and who is not eligible for reciprocity with another California public retirement system.(3) A member who established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS employer after a break in service of greater than six months.The employee pays 100% of the employee’s contribution, which is currently 7.25% of base salary. Retiree Medical: Under the terms of the MOU, the District contracts with CalPERS to provide post-employment medical coverage to qualified employees, their eligible spouse/registered domestic partner, and/or dependent children in accordance with the requirements of CA Government Code Section 22893. Employees contribute 3% of base salary into the District’s Other Post-Employment Benefits Trust Fund to help fund this benefit. Leave Allowance: Vacation accrual begins with 10 days and increases to a maximum of 25 days annually; 96 hours of sick leave annually; and 14 paid holidays (11 fixed and 3 floating) annually. Deferred Compensation: Eligible employees may participate in the District’s 401(a) and 457(b) Plans. Employees who participate in the program are eligible to receive a matching contribution into the 401(a) Plan. Classic members (2% @ 55) are also eligible for an applicable percentage contribution (1.297% for FY 2018/19) into the 401(a) Plan. Additional Benefits: Employees can also participate in an IRS Section 125 Flexible Spending Plan, a Sick Leave buy-back program, and a comprehensive Wellness Program including gym membership discounts. Disaster Service Worker: Employees of Delta Diablo are, by State and Federal law, Disaster Service Workers. In the event of a declaration of emergency, any employee may be assigned activities that promote protection of public health and safety or the preservation of lives and property, either at the District or within the local or their own community pursuant to State Government Code Sections 3100-3109. Other Important Employment Information: Employees of Delta Diablo are required to maintain a valid California State Class C license. Continued maintenance of valid driver’s license, and the ability to be insured for the operation of a vehicle/District vehicle in accordance with the terms and conditions of the District’s insurance program are conditions of continued employment. Equal Opportunity: All aspects of employment and promotion shall be without regards to sex, physical handicap, race, religious creed, color, national origin or age. The District encourages applications from qualified minorities and women interested in employment with the District. Reasonable accommodations are accessible to all individuals as part of the recruitment process. Applicants requesting an accommodation should submit their requests to Human Resources. All final candidates for employment with the District are subject to a background check. Acceptance of an employment offer is contingent upon successfully passing a District pre-employment physical examination and drug screen.
