Job Specifications

COUNTY OF SANTA CRUZ

Under direction, to provide a full range of secretarial and clerical support services for the Board of Supervisors, Assessment Appeals Board, or the Board of a Special District; and to do related work as required.

Positions in this class independently perform responsible, difficult and complex clerical work, including assembling and typing agenda materials, recording meetings, preparing minutes and public notices, processing all approved actions and maintaining records of the respective Boards. Regular use of longhand, speedwriting or shorthand writing is essential to the satisfactory performance in this class. Positions in this class are distinguished from those in the next lower class of Board Clerk by the independent performance of the full range of clerical support activities with minimal guidance or supervision.

Assembles, types, copies and distributes agendas to board members, departments, agencies and other interested parties regarding meetings; attends meetings and records minutes; processes approved materials by certifying documents, preparing public notices, and distributing materials to appropriate firms, departments, agencies and other parties; types a wide variety of materials such as reports, correspondence, public notices, longhand, speedwriting or shorthand notes, machine transcription, takes and transcribes dictation from staff and board members; processes agreements, ordinances, resolutions and contracts; provides information to employees, departments, other agencies and the public on Board of Supervisor and/or special district policies, procedures, services and meetings. Gives verbatim responses to the press (radio, television and newspaper reporters) regarding motions made during meetings. May provide vacation or other temporary relief in the absence of others.

• Office procedures and practices; 
• Filing systems; 
• Proper formats for correspondence and report preparation; 
• Vocabulary, spelling, grammar and punctuation.

• Parliamentary procedure;
• Use of data processing in office operations, particularly word processing applications.

• Devise and modify work methods and procedures to serve changing needs;
• Independently perform varied and difficult clerical tasks with judgment, accuracy and speed;
• Transcribe motions and actions rendered by the Board and organize into minutes;
• Accurately type and utilize word processing applications to produce finished documents from rough copy, abbreviated longhand, speedwriting, shorthand notes, or machine transcription, all of which may include technical terminology;
• Establish and maintain cooperative relationships with those contacted during business;
• Effectively communicate orally and in writing, including giving verbatim responses to the press (radio, television and newspaper reporters) regarding motions made during meetings;
• Understand and follow technical discussions;
• Locate, research, gather and organize information and use source materials;
• Review work for accuracy and procedural conformance;
• Maintain complex records;
• Make arithmetic calculations;
• Operate standard office equipment, including personal computers to input, access, manipulate and print a variety of data and reports;
• Read and understand technical documents;
• Assist in the training and orientation of staff;
• Maintain neutral position on controversial matters;
• Work under pressure and time constraints.

Training and Experience: Any combination of training and experience, which would provide the required knowledge and abilities, is qualifying. Typical ways to obtain these would be:

Three years of highly responsible clerical experience which demonstrates the possession of the required knowledge and abilities.

OR

One year of experience with Santa Cruz County as a Board Clerk, Division Secretary, or Secretary.

Formal secretarial or office clerical training may be substituted on an hour for hour basis for up to one year of the three year experience pattern.

Ability to pass a performance test which demonstrates keyboard and formatting proficiency and transcribing from abbreviated longhand, speedwriting or shorthand notes, and machine transcription; ability to work occasional evenings and attend off-site meetings.

Possession of a valid California class C driver's license, or the ability to provide suitable transportation approved by the appointing authority.

Bargaining Unit: 41

EEOC Job Category: 06

Occupational Grouping: 06

Workers' Comp Code: 0053