ASSISTANT TO THE CHANCELLOR / BOARD CLERK

 

PERALTA COMMUNITY COLLEGE DISTRICT

 

ASSISTANT TO THE CHANCELLOR / BOARD CLERK

(Management Salary Range 2)

 

To apply for this position, please visit our career site at: https://peraltaccd.peopleadmin.com/postings/5237

 

CLASS PURPOSE

The Assistant to the Chancellor/Board Clerk performs a wide variety of professional and administrative level duties pertaining to the general operations of the Chancellor’s Office and Board of Trustees. Attendance at evening meetings is required in this position. This position demonstrates clear evidence of sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff, and the community at large.

 

EXAMPLES OF ESSENTIAL DUTIES:

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

 

•    Provides highly confidential administrative support to the Board of Trustees and Chancellor; coordinates and schedules various Board appointments, meetings, special events; maintains and coordinates appointment and activity schedules and calendars for the Board; makes travel arrangements and reservations; reserves meals, facilities, equipment, services and supplies for meetings and other events as needed.

•    Prepares materials for Board and Executive Staff, and prepares and distributes board notices.

•    Assists with ensuring meetings are in compliance with the Brown Act.

•    Attends all Board Meetings, including Closed Session.

•    Attends committee meetings, workshops, and special sessions of the Board of Trustees; takes and produces minutes of meetings in a timely manner. Prepares for and may attend meetings of the Chancellor and Chancellor's Executive Cabinet, including but not limited to scheduling, report preparation, facilities set up and agenda and minute preparation and distribution.

•    Prepares, schedules, plans, and conducts distance based board meetings using electronic software.

•    Takes and maintains minutes, proclamations, and resolutions of Board actions.

•    Maintains Board of Trustees’ historical and current official files and other information pertinent to the legal aspects of the District’s functions, i.e., elections, re-districting, voting regulations, bond measures, District policies and procedures, legal opinions, ethics training, etc.

•    Prepares correspondence on a variety of matters including those of a confidential nature; may review, revise, edit, format and proofread a variety of materials.

•    Performs a variety of clerical accounting duties in support of office activities; processes and monitors funds and processes Board related requisitions and purchase orders.

 

Job Description: Assistant to the Chancellor

•    Provides staff assistance to the Chancellor in the follow-up of assignments given to District executive staff, and received by the Chancellor from the Trustees.

•    Serves as Office Manager for the Chancellor’s Office. Supervises the Staff Assistant/Chancellor’s Office. Reviews office mail daily.

•    Maintains Board of Trustees budget.

•    Works directly and interfaces with elected bodies, governing agencies and other outside entities with diplomacy and tact and is responsive to the needs of the office and its inter-relationships with outside parties.

•    Remains current concerning problems, situations and conditions of special interest to the Chancellor or Board of Trustees; exercises independent judgment concerning matters requiring the Chancellor’s and/or Board’s attention. Works to anticipate and resolve conflicts.

•    Maintains strict confidentiality in all matters dealing with the Board of Trustees and the

Chancellor.

•    Maintains Board of Trustees Website; posts and maintains web-based meetings and proceedings utilizing web-based software (e.g., Granicus). Posts board meeting announcements on Gov Delivery.

•    Assists Student Trustees in their duties.

•    Coordinates meetings and trainings for administrative assistants.

•    Coordinates Master Calendar access.

•    Takes Strategic Management Team (SMT)/Executive Cabinet meeting minutes.

•    Prepare documents declaring an election will be held. Administer Oaths of Office to newly elected and appointed Board members and submit to Alameda County. Participate in orientation of new Directors.

•    Coordinate filing of Conflict of Interest Statements, Campaign Statements, and Statement of Facts Roster of Public Agencies filing, and others as required by law. Responsible for maintaining the District’s Conflict of Interest Code, ensuring compliance with the Political Reform Act.

•    Work with legal counsel in preparation of required documents in connection with Board and

Committee meetings.

•    Participate on behalf of Management in negotiations with recognized employee organizations, prepare record of issues discussed and assist in drafting Memorandum of Understanding.

•    Respond to public records requests.

•    Maintains a friendly, supportive atmosphere for students, staff, faculty, and the public.

•    Attend meetings outside of established working hours when necessary.

•    Performs other duties as assigned.

 

MINIMUM QUALIFICATIONS

1.   Bachelor's degree from an accredited institution in business or related field, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is required.

2.   Five years of experience working in a senior, confidential level, executive support position, working for executive level administrators of a large multi-unit organization is required. Three years of working in support of a public agency governing board (inclusive of development of agendas, reports, and minutes) is required.

3.   Advanced organization, prioritization, and project management skills required.

4.   Possession of a valid Notary license from the State of California Notary Public Commission.

5.   Advanced Microsoft Office suite skills required including documents, spreadsheets, and presentations.

6.   Ability to use all modern office equipment including, but not limited to, computers, tablets, scanners, copiers, fax machines, and telephone. Typing at an accurate speed of not less than 50 net words per minute required.

7.   Ability to accurately take and transcribe minutes of meetings.

8.   In depth knowledge of BoardDocs software application and Zoom technology.

9.   Understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, cultural and disability and ethnic backgrounds of Peralta Colleges’ students, faculty, staff and community.

 

Knowledge of:

• Modern executive office management, practices procedures and equipment.

• Arithmetical proficiency.

• Basic research methods and techniques.

• Ralph M. Brown Act, Public Records Act and California Education Code.

 

Ability to:

• Prepare and maintain accurate and complete records and files.

• Interpret and apply a variety of rules, regulations, statutes, policies and procedures relating to

District operations.

• Maintain confidentiality of information and materials.

• Perform a variety of technical support duties related to public education administration.

• Prioritize work and operate effectively with conflicting deadlines

• Establish and maintain cooperative working relationships with coworkers, other staff, faculty and administrators.

• Exercises good judgment and discretion analyzing and resolving confidential, difficult and sensitive situations.

• Communicate effectively both orally and in writing.

• Direct, monitor and motivate personnel in performing administrative functions.

• Ability to work in a collaborative environment and function as a member of the Chancellor’s Team.

 

DESIRABLE QUALIFICATIONS

•    A Master’s Degree in Business or Public Administration, or closely related field.

•    Certified Municipal Clerk.

 

ENVIRONMENTAL DEMANDS

•    Occasional work performed alone.

•    Constant work around and with people.

 

PHYSICAL REQUIREMENTS

•    Occasional standing, walking, stooping, kneeling, squatting, and climbing stairs.

•    Occasional lifting and carrying up to 15 lbs.

•    Occasional pushing and pulling up to 20 lbs.

•    Occasional twisting of body.

•    Occasional use of manual dexterity.

•    Occasional use of tactile acuity.

•    Occasional use of visual acuity from a distance, with depth, and for color.

•    Frequent work at a rapid pace.

•    Frequent reaching, high, low, and level.

•    Frequent audio acuity at all ranges, including speech.

•    Frequent visual acuity for reading.

•    Constant sitting.

•    Constant use of clear oral communication.

 

TOOLS AND EQUIPMENT USED

•    Standard Office Equipment.

 

We are an EOE.