Deputy Clerk of the BoardSenior Deputy Clerk of the Board

DEPARTMENT:
The Clerk of the Board is responsible for several areas of governmental service and is committed to providing excellent customer service and transparency while ensuring the integrity and accessibility of public records for the entities that we serve. The Clerk of the Board is the official Custodian of Record for each of the following entities: Board of Supervisors Assessment Appeals Air Pollution Control Board City Selection Committee Fire Protection District Board of Appeals and the Ventura County Consolidated Oversight Board. The Clerk of the Board also maintains County Ordinances Statements of Economic Interests/Form 700 Filings and the Conflict of Interest Code Biennial Notices.

THE POSITION:
Under general supervision (Deputy Clerk of the Board) and under limited supervision (Senior Deputy Clerk of the Board) performs a wide variety of skilled administrative and complex processing tasks utilizing many computerized systems in order to maintain official records and files; processes legal documents; processes assessment appeal applications; processes Statements of Economic Interest/Form 700 filings; administers the Conflict of Interest Code; manages information regarding Boards and Commissions; responds to public records requests processes agendas and minutes for various boards and commissions clerks meetings and provides excellent customer service in person over the telephone and in writing.

Distinguishing Characteristics: The Deputy Clerk of the Board differs from the Senior Deputy Clerk of the Board in the level and complexity of assignments requiring journey and advanced journey skill levels. The Deputy Clerk of the Board classification has less scope and focuses on processing materials with fewer regulations than the Senior Deputy Clerk of the Board classification.

PAYROLL TITLES AND APPROXIMATE RATES OF PAY

• Possess advanced skills using software applications including Adobe ProfessionalMicrosoft Office and meeting management software applications such as Granicus.
• Enjoy working in a dynamic environment with changing priorities.
• Have the ability to complete work under strict deadlines using tact and diplomacy.
• Possess strong interpersonal and communication skills to effectively serve internal and external customers.
• Have knowledge of boards/commissions agenda/minutes preparation and parliamentary procedures.
• Have experience clerking meetings.

Duties may include but are not limited to the following:

• Performs a facial review and processes all Statements of Economic Interest/Form 700 where the Clerk of the Board is the Filing Officer; following Fair Political Practices Commission (FPPC) regulations on all Form 700s that are submitted; prepares and distributes notices based on FPPC guidelines; prepares NonFiler Enforcement Packet for submission to the FPPC;
• Interacts and effectively communicates professionally with members of the public elected/appointed officials department/agency directors and other highprofile individuals;
• Processes and maintains pertinent records which may include typing filing preparing and mailing correspondence and notices exhibits and datarelated notes;
• Receives and records legal documents served and distributes reports to County departments;
• Prepares special and periodic reports which involves compiling data from several sources;
• Assists the public County staff and outside agencies or representatives with records requests (in compliance with statutory deadlines; and explains rules and regulations resolves problems and complaints provides general procedural information; exercising tact and discretion when distinguishing between and with consideration of sensitive or protected and public information;
• Prepares publishes and distributes meeting agendas and notices adhering to governing rules regulations legal requirements deadlines and restrictions;
• Clerks meetings for assigned Boards/Commissions following parliamentary procedures; records actions of the Board/Commission; prepares action minutes.
• Assists the public with assessment appeal information and process assessment appeal filings;
• Compiles distributes and files minutes after accurately recording meeting proceedings;
• Process Conflict of Interest Codes and update Disclosure Docs application; and
• Performs other related duties as required.

• Reviews and processes Assessment Appeal applications ensuring they are adhering to the State Board of Equalization Revenue and Taxation Code and Rules;
• Assists the public with hearing preparation. Schedules Assessment Appeals for hearing;
• Processes hearing confirmations withdrawals continuance requests and requests for reconsideration.

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION TRAINING AND EXPERIENCE:
To qualify for this classification an individual must possess any combination of education training and/or experience that would likely produce the required knowledge skills and abilities. An example of a qualifying education training and/or experience is:

Deputy Clerk of the Board: At least three 3 years of increasingly responsible office clerical work and college coursework in business public administration or related field.

In addition at least one 1 year of experience must include working in a Clerks Office of a governing advisory or quasijudicial board/council office. Work experience must include at least one of the following: clerking the meetings; documenting actions/orders/minutes of the meeting; preparing agendas and/or other meeting documents; processing Form 700s; reviewing/processing Conflict of Interest Codes.

NECESSARY SPECIAL REQUIREMENTS:

• Office clerical work experience must have included the processing and maintenance of records and files using automated systems in an administrative capacity.
• Excellent written communication skills must be demonstrated in the completion of the application and supplemental questions.
• Ability to lift 525 pounds.

• Excellent written communication skills must be demonstrated in the completion of the application and supplemental questions.
• Work experience must include clerking meetings; documenting actions/orders/minutes of the meeting; preparing agendas and/or other meeting documents; processing Form 700s; and reviewing/processing Conflict of Interest Codes.
• Ability to lift 525 pounds

• Work experience with the Assessment Appeals process and parliamentary procedures.
• Bachelors degree in Business Administration Public Administration Public Policy or a related field.
• Certified California State Board of Equalization Clerk of the Board Staff training or Certified Clerk of the Board (CCB) Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC).
• Bilingual English/Spanish

Substitution at both levels: An Associates degree in public administration or a closely related field may be substituted for one 1 year of clerical and administrative experience in a Clerks Office of a governing advisory or quasijudicial board/council office.

• Various governmental codes including Conflict of Interest Codes/Form 700s Maddy Act California Public Records Act the Brown Act; Board Policies County Codified Ordinance Code and FPPC Regulations.
• County organization and operating policies and procedures
• Assessment appeals applications
• Automated agenda meeting management and/or document management systems
• Clerking board/commission meetings
• Meetings processes and procedures for the Board of Supervisors of the County of Ventura and other commissions committees and special districts
• Assessment Appeals process (Senior Deputy Clerk of the Board)

Considerable Knowledge of:

• Microsoft Office applications
• Adobe Professional
• Parliamentary procedures
• Standard office procedures practices and protocols
• Indexing and filing rules and systems

Skill in:

• Communicating effectively orally and in writing
• Organizing prioritizing and scheduling workload to meet strict deadlines
• Analyzing information and formulating recommendations
• Entering recording storing organizing and retrieving data and information stored in an automated records management system
• Composing correspondence and routine reports
• Providing excellent customer service
• Reading and comprehending a variety of technical reports correspondence and documents
• Establishing effective working relationships with Board members management employees municipal/State/Federal representatives and representatives from private sector organizations
• Clerk Meetings; manage public speakers; and document actions/orders of the governing body
• Work independently and effectively handle multiple priorities
• Record store organize and retrieve data and information stored in a computerized record system
• Work effectively with sensitive matters and unsettled individuals while delivering information calmly (Senior Deputy Clerk of the Board)

Ability to:

• Maintain accurate records and recordkeeping systems
• Perform a variety of work under pressure due to competing demands that may have various time constraints/deadlines
• Analyze and process information with accuracy
• Utilize good judgment and decisionmaking
• Work independently

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources in Ventura California no later than 5:00 p.m. on the closing date.

To apply online please refer to our website at If you prefer to fill out a paper application form please callfor application materials and submit them to County of Ventura Human Resources 800 South Victoria Avenue L1970 Ventura CA 93009.

Applicants must provide sufficient information under the Education/Work Experience portion of the application and supplemental questionnaire in order to determine eligibility. A resume may be attached to supplement your responses in the abovereferenced sections; however it may not be submitted in lieu of the application.

NOTE: If presently permanently employed in another merit or civil service public agency/entity in the same or substantively similar position as is advertised and if appointed to that position by successful performance in a merit or civil service style examination then appointment by Lateral Transfer may be possible. If interested please click here (Download PDF reader) for additional information.

SUPPLEMENTAL QUESTIONNAIRE qualifying: All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicants qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION qualifying:All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

TRAINING and EXPERIENCE EVALUATION
The Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently when the pool of candidates is exceptionally strong many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an Oral Exam which may be preceded by or replaced with the score from a Training and Experience Evaluation (T&E) contingent upon the size and quality of the candidate pool. In a typical T&E your training and experience are evaluated in relation to the background experience and factors identified for successful job performance during a job analysis. For this reason it is recommended that your application materials clearly show your relevant background and specialized knowledge skills and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.