Board Services Specialist I/II

DEFINITION

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BOARD SERVICES SPECIALIST I/IICounty of Humboldt Board of Supervisors The Board of Supervisors are the highest elected government officials for the County. This position requires professionalism, confidentiality and discretion daily.

Job Highlights

This position is responsible for a variety of duties, including the following:

The Board Services Specialist I/II will be expected to have basic office understanding with knowledge in Outlook and Microsoft software. They will be responsible for assisting all IT functions in the office including Public Records Requests, staff computer hardware and various county website assignments. The position will be assigned other projects in the department that may require analytical writing and problem solving. This position will have front facing contact with constituents. This position will assist other staff members with a variety of tasks including writing correspondences, scheduling multiple meetings, and scanning and archiving records.

Work Location:

This position is located at 825 5th Street, Eureka, CA 95501

A typical work schedule for this position is M\-F; 8AM \- 5PM with a 1\-hour lunch.

This position is in the Management \& Confidential (M\&C) unit.

DEFINITION

Under immediate to general supervision, provides responsible office, administrative, and technology support for meetings and activities of the County Board of Supervisors (Board) and associated boards, commissions, and committees; assists the public in the conduct of County business; performs research and analysis to support the Board; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXCERCISED

Receives immediate (Board Services Specialist I) to general (Board Services Specialist II) supervision from the Board Services Manager/Clerk of the Board. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Board Services Specialist I: This is the entry\-level classification in the Board Services Specialist series. Initially under close supervision, incumbents learn and perform routine administrative and clerical support duties related to Board clerking responsibilities and have frequent public contact to resolve complaints, answer inquiries and explain laws, rules, regulations and proceedings pertaining to the work of the Board of Supervisors and County government in general. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the higher levels but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Board Services Specialist II: This is the journey\-level classification in the Board Services Specialist series. Positions at this level are distinguished from the I\-level by the performance of the full range of routine to complex clerking duties as assigned, working independently, and exercising judgment and initiative. In addition, incumbents perform research, analysis, and reporting on Board agenda items and serve as a professional resource to the Board and individual Board members as directed. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Board Services Specialist I/II class series are flexibly staffed and positions at the II\-level is normally filled by advancement from the I\-level, after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher\-level class.

This class is distinguished from the Senior Board Services Specialist in that the latter performs the most complex clerking and professional administrative assistant activities and provides lead direction to lower\-level staff.

EXAMPLES OF DUTIES

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EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignment of different positions.

• Prepares, assembles, and distributes agendas and accompanying material for Board, commission, and committee meetings; researches and composes agenda items ensuring compliance with regulatory mandates; coordinates with County departments on agendas and backup documentation; reviews and approves agenda items.
• Records, transcribes, and distributes official minutes of Board, commission, and committee meetings.
• Records and follows up on actions taken by the Board, including preparing motions and other actions in an official format.
• Reviews and processes a variety of Board documents such as contracts, contract change orders, notices of completion, and legal notification of meetings or public hearings.
• Establishes, maintains, and updates various files, calendars, and schedules, including following\-up on matters with critical time deadlines.
• Composes correspondence independently or from brief notes, which may require interpretation of policies, procedures, and regulations.
• Provides information regarding the Board and the County to the public, County staff, and other agencies.
• Provides administrative or related support to Board and/or commission members and Board staff as required.
• Researches and compiles a variety of information and prepares reports.
• Provides professional administrative assistance to the Board and individual Board members.
• Performs research, analysis, and reporting on a variety of topics at the direction of Board members and/or the Board Services Manager/Clerk of the Board.
• Provides assistance and direction to County departments on the development and preparation of more difficult and/or complicated agenda items and supporting documentation.
• Receives and responds to Public Records Act requests for the Clerk of the Board and the Board of Supervisors.
• Ensures that specialized agenda management software and other departmental software and hardware are operational, updated, and maintained.
• Serves as administrator for agenda management software; provides technical assistance to Board members, departmental staff, and County staff regarding Board of Supervisors and Clerk of the Board software.
• Develops, updates, and maintains websites for the Clerk of the Board and County boards, commissions, and committees.
• Performs related duties as assigned.

The requirements listed below are representative of the knowledge and ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

QUALIFICATIONS

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Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry\-level (I Level) positions.

Knowledge of:

• Functions and operating procedures of the Clerk of the Board and the Board of Supervisors.
• The organizational structure of county government, department relationships, programs, services, and other functions.
• Principles and practices of office administrative procedures, including filing and business letter writing.
• Proper preparation of a variety of legal documents.
• Principles and practices of recordkeeping.
• Research and reporting methods, techniques, and procedures.
• Statistical analyses and various methods of presentation and reporting of data and recommendations.
• Analytical processes and project management.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Provide varied administrative assistance to an elected Board, and commission and committee members.
• Prepare clear, concise, and complete meeting documentation and other reports and correspondence.
• Process various applications, submittals, and documents in accordance with established codes and requirements.
• Organize and maintain accurate records and files.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Perform administrative work involving the use of independent judgment and personal initiative.
• Conduct research on a wide variety of administrative topics.
• Analyze, interpret, draw conclusions, summarize, and present administrative and technical information and data in an effective manner.
• Effectively represent the department and the County in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Independently organize work, set priorities, meet critical deadlines, and follow\-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to completion of the twelfth (12th) grade. An associate degree with courses in business administration, public administration, political science, or a closely related field is preferred.

and

Board Services Specialist I: Three (3\) years of experience providing administrative or office support, including experience transcribing official minutes of meetings and researching current and historical information.

*Board Services Specialist II*: One (1\) year of experience providing administrative support for meetings and activities of a publicly elected board, council, or commission at a level equivalent to the County’s class of Board Services Specialist I.

Licenses and Certifications:

• None.

WORKING CONDITIONS \& ADDITIONAL INFORMATION

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PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

ENVIRONMENTAL CONDITIONS

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

ADDITIONAL REQUIREMENTS

• Some departments may require pre\-employment screening measures before an offer of employment can be made (i.e., background screening, physical examination, etc.).
• May be required to attend meetings outside of regular working hours.

ADDITIONAL INFORMATION

HOW TO APPLY

A complete, original application must be filed for each position you are interested in applying for. Applicants must apply online through the County’s automated application system at https://www.governmentjobs.com/careers/humboldtcountyca.

Applications must be submitted no later than the final filing date and time listed on the job flyer.

It is important that your application shows all the relevant education and experience you possess. Human Resources staff does not consider or review resumes or attachments. Incomplete applications will be rejected.

Please read the job requirements section of the announcement. Be sure you meet these requirements since they will be carefully evaluated during the selection process.

Your performance in any employment examinations will be compared with the performance of others who take the tests. The examination results will be emailed to you as quickly as possible.

SELECTION PROCEDURE

The County utilizes a set of rules to ensure that our hiring processes are fair and equitable. Applications will be screened and those considered qualified will be invited to appear for an oral and/or written examination. Meeting the requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and/or practical exam(s), oral interview, or any combination thereof.

FREQUENTLY ASKED QUESTIONS

How long does it take to fill out the application?

• You should allow 30 – 45 minutes to fill out your application.

Can I change my application after submitting it?

• No. Once an application has been submitted, it is final. Applicants may submit a new application with updated information during the filing period if they wish. Only the most recent application submitted will be considered. All other applications will not be considered.

How long until I hear back from you and how can I check for updates on my application?

• You may receive communications regarding your application at different stages of the selection process. Important updates will be sent to the email address listed in your governmentjobs.com account at the time of notification. To ensure you don't miss any critical information, we recommend keeping your email address current and regularly checking both your inbox and junk mail folders throughout the process. You can also log into your governmentjobs.com account at any time to check your application status. If you have any questions about your application's progress, please contact the County of Humboldt Human Resources Personnel Division at 707\-476\-2349 or personnel@co.humboldt.ca.us.

Will I be informed if I am not selected for an interview / Oral Exam?

• Yes, you will be informed via email if you are not selected for an interview / Oral Exam.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The County Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA\+ community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.

If you’re excited about this role but your past work experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply.

REASONABLE ACCOMMODATIONS

The County of Humboldt is committed to providing equal access and opportunities in its programs, activities, and employment, and does not discriminate on the basis of mental or physical disabilities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. If invited to an examination and you are in need of a reasonable accommodation, please contact Human Resources immediately at (707\) 476\-2349 so arrangements can be made.

EQUAL OPPORTUNITY EMPLOYER

The county is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.

MEDICAL EXAMINATION

A pre\-employment medical examination provided by the County may be required upon offer of employment.

OTHER EXAMINATIONS

Some positions also require psychological evaluation and/or extensive background investigation.

LICENSES

Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver’s license.

PROBATIONARY PERIOD

Persons appointed to regular County positions serve a probationary period. This is normally six (6\) months but could be up to one (1\) year. All designated safety employees serve a one\-year probationary period.

EMPLOYMENT ELIGIBILITY

It is the County’s intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990\. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.

DISASTER SERVICE WORKERS

All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100\-3109\). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker\-related training as assigned, and to return to work as ordered in the event of an emergency.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.