CHIEF DEPUTY CLERK, BOARD OF SUPERVISORS

Job Specifications

Class Code:

BX8 

Analyst: 

MM/LM 

Date Originated:

4/83 

Date Revised:

2/85, 6/07 

COUNTY OF SANTA CRUZ

DEFINITION

Under general supervision, to plan and supervise all work activities of the Clerk of the Board of Supervisor's Office; to perform a variety of clerical and administrative duties and to do related work as required.

DISTINGUISHING CHARACTERISTICS

This single position class reports to the County Administrative Office and is responsible for managing the Clerk of the Board's Office.

TYPICAL TASKS

Plans, organizes, supervises and reviews the work of subordinates engaged in recording proceedings of Board of Supervisor's meetings, preparing minutes and public notices of meetings and actions, processing approved items for recording, distribution and filing, maintaining files and records of Board actions, providing secretarial services to appeal boards; maintains controls on correspondence and materials having expiration date, and follows up on pending matters; directs staff in review of documents to be placed on Board agenda; checks for proper wording of requests; identifies the types of actions required, such as minute orders, resolutions or ordinances; classifies by category the business to be transacted and determines proper placement on agenda; assigns agenda numbers to items of business appearing before the Board; directs the proof reading of the agenda; instructs personnel in new procedures; trains, evaluates and selects personnel; administers budget; directs the requisitions of office supplies and equipment; advises Board of Supervisors on procedural matters and status of items; answers inquiries requiring interpretation of proceedings and regarding policy and legal requirements in preparing minutes and processing and filing documents; directs the performance of necessary work in processing, recording and filing annexation, dissolution and bond proceedings; establishes record retention schedules; processes planning appeals, updating of County Codes processes contracts, maintaining County master fee schedule; updating and maintaining County Procedures Manual; may perform the more difficult clerical work.

EMPLOYMENT STANDARDS

Knowledge:

  • Working knowledge of office management methods, procedures and equipment.
  • Working knowledge of the principles of supervision and training.
  • Some knowledge of resolutions and ordinances common to local government.
  • Some knowledge of parliamentary procedure.
  • Some knowledge of the function and services of public agencies.

Ability to:

  • Plan, organize, supervise and coordinate the work of subordinate staff.
  • Devise and adapt work procedures to meet changing needs.
  • Establish and maintain cooperative relationships with officials, the public, staff and personnel in other departments and agencies.
  • Interpret, explain and apply laws, rules, policies and procedures related to office functions.
  • Maintain records and prepare reports.
  • Utilize personal computer and various software applications.
  • Perform complex and technical clerical work.
  • Type at a moderate rate of speed.

Experience and Training: Any combination of training and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain this knowledge and abilities would be:

Two years of responsible clerical experience, including one year in a supervisory capacity, which involved processing a large volume of technical documents.