Assistant Board Secretary

  • Office and Administrative Support
  • La Mesa, CA
  • $33.63 - $42.93/hourly USD / Year
  • Salary: $33.63 - $42.93/hourly

Website helixwater Helix Water District

PLEASE NOTE:  Your application will not be considered without an attached valid typing certificate.  Valid typing certificate of net 55 wpm is required with the online district application. Helix Water District does not accept online typing/keyboarding certification or typing certifications older than two years.  See “Application Process” for resources to obtain a valid typing certificate.

 

OPEN UNTIL FILLED  Any applications received after Sunday, June 5, 2022, will only be considered if position is not filled.

HELIX WATER DISTRICT, La Mesa, CA, was formed by residents over 100 years ago to bring water to San Diego’s east county communities.  The innovation and dedication of our talented employees is what keeps Helix a progressive industry leader.  Our culture of customer focus, open communication, teamwork and valuing each employee’s unique contributions is the backbone of our organization.  Helix is seeking to add a talented Assistant Board Secretary to our administrative team.  If you share these values and are looking to work alongside people who are passionate and care about the quality of their work, we’d love for you to consider joining our team!

Assistant Board Secretary (up to $44.64/hourly effective 7-1-22)  is a non-exempt, advanced journey-level clerical class. Under general direction, assists in administering operations of the board office; participates in preparation and distribution of board agendas and minutes and the maintenance of board records and files; performs varied, complex, sensitive and confidential administrative functions; and performs related duties as assigned.
Overview of Responsibilities 

Serves as assistant secretary to the board; attends board meetings and public hearings held on a variety of issues; administers the sign-in process at board meetings, greets guests and answers questions; assists with virtual software during the meetings; assists in the assembly and distribution of board materials; prepares board packet binders and places board packets on district iPads as required; prepares approved minutes, resolutions, quitclaims, notices of completion and contracts for signature, and scans and uploads to electronic content management system; follows up on action items arising out of board meetings.

Performs the duties of the board secretary in that individual’s absence.  These duties may include: attendance at board meetings; preparation of the agenda, board packet/materials and minutes; and assists with public records requests.

Serves as secretary for quarterly committee meetings including preparation of the agendas and minutes.

May serve as the executive assistant to the general manager, providing direct, confidential administrative support to the general manager.

Performs varied, difficult, sensitive and confidential administrative and support functions.

Maintains the board events calendar.  Proofreads minutes and board reports and provides quality control for the board meeting packet.

Serves as the district’s filing officer and coordinates and tracks the district’s annual filing process of the Conflict of Interest Code Statements of Economic Interests, Form 700’s for the board members, affected employees and consultants; coordinates the Conflict of Interest Code biennial review; coordinates/tracks all Form 700 assuming and leaving office statements.

Updates board member and staff banking information including signature cards, funds transfer authorization forms, authorized bank contact lists and treasurer appointment documents.

Makes conference and travel arrangements for board members, the executive team and district staff as assigned; prepares requests for travel funds and initiates and processes purchase orders.

Compiles and records data required by the accounting staff for payment of per diems and reimbursement of expenses to board members, executive team and district staff; reviews submitted claim forms.

Types, formats, edits and proofreads a variety of district reports, board documents, memos, agreements, presentations, press releases and social media posts.

Provides technical expertise and setup assistance on the boardroom audio/visual equipment.  Assists in the setup and cleanup of the boardroom before and after board meetings.

Creates spreadsheets, tables, fill-in forms and templates as required.  Assists other administrative assistant personnel, as needed.

Performs duties as required of a notary public.

Establishes and maintains effective working relationships with co-workers, customers, board members and the public.

Responds to general citizen inquiries and complaints via phone, email or personal contact in the absence of the board secretary.

 

Qualifications 

Qualified candidates will have a minimum of five years of progressively responsible and complex administrative experience involving the development and maintenance of records, reports, legal documents and meeting critical deadlines. A Bachelor’s Degree can substitute for one year of required experience.

Training and experience substantially equivalent to graduation from high school or a GED equivalent.

A valid Class C California driver’s license and ability to maintain insurability under the district’s vehicle insurance policy.

A valid State of California Notary Public license or ability to obtain within one year.

Knowledge of:
District code, state and local laws and other legal requirements applicable to the governmental structure of the district and specifically related to the functions and operations of the board and the board office.

Legal requirements applicable to the maintenance and retention of public records. Requirements of the Brown Act and parliamentary procedure.

Organization, functions, procedures and rules of the board. District organization, rules, policies and procedures applicable to areas of responsibility.

Principles and practices of business communication; correct English usage, including spelling, grammar and punctuation.

Recordkeeping and filing practices and procedures.

Basic budgeting, accounting and purchasing terminology, practices and procedures.

Ability to:
Proficiently operate a computer and use advanced Microsoft Office Suite, presentation, document, spreadsheet, graphics, board meeting/package, financial and database software.
Type accurately at a minimum speed of 55 words per minute.

Organize own work and carry out assignments reliably, independently and with appropriate attention to detail, while managing multiple and changing priorities.

Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules, policies and procedures.

Compose correspondence, prepare documents and make travel arrangements from brief instructions.

Prepare clear, accurate and concise records and reports. Maintain sensitive and confidential information.

Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned or upset individuals.

Establish and maintain effective working relationships with those encountered in the course of work.

 

Application Process 

To be considered for the Assistant Board Secretary, please complete the online application and supplemental questionnaire and view a complete list of job responsibilities by visiting our career section at hwd.com/careers/.  Resumes are not accepted in lieu of the online application.

 

PLEASE NOTE:  Your application will not be considered without an attached valid typing certificate.  Valid typing certificate of net 55 wpm is required with the online district application. Helix Water District does not accept online typing/keyboarding certification or typing certifications older than two years.

Typing certificates may be obtained at the Foothills Adult Center, https://adultschool.guhsd.net/ or San Diego Continuing Education Center,  http://www.sdce.edu/services/testing/keyboarding.

 

To apply for this job email your details to jaime.okewole@helixwater.org