General
The Deputy District Secretary reports to the Executive Officer, District Secretary, and will perform detailed, complex, and highly responsible administrative and technical work. This would include providing support for the Boards of Directors and committees of the San Mateo County Transit District (“SamTrans”), Peninsula Corridor Joint Powers Board (“Caltrain” aka “JPB”), the San Mateo County Transportation Authority (“TA”), and The San Mateo County Express Lanes Joint Powers Authority (“Express Lanes” aka “SMCELJPA”).
APPLICATION DEADLINE: Sunday, May 26, 2024 (1st Cutoff May 19th, 2024)
Essential Functions & Duties
- Provide detailed, analytical, and responsible administrative support to the Executive Officer/District Secretary and to the General Manager/CEO, Executive Director, and/or Deputy General Manager/CEO.
- Facilitate and attend Board and Committee meetings, assists with public comment, and accurately prepares agendas, agenda packets, summary reports, and minutes.
- Ensure agenda materials, meeting minutes, and other documents and correspondence relating to the official functions of the Boards and its committees are prepared, posted, and processed in accordance with the law, other guidelines, and inflexible legal deadlines.
- Assist the Custodian of Record for Boards and committees matters; accurately maintain official votes and attendance and objectively document relevant information for the official record.
- Oversees the accurate, timely preparation, and follow through for the approval, proper dissemination, and retention of all Boards and committees’ minutes, actions, and resolutions.
- Manage, track, and help troubleshoot Agenda management workflow processes and Public Records Act requests. Assist with Conflict-of-Interest Code updates and multiple state-mandated filings for Statements of Economic Interests (Form 700s), ethics, and preventing harassment certifications.
- May supervise staff. Hire, mentor, and take appropriate corrective and/or disciplinary action. Ensure EEO and affirmative action policies and procedures are followed. Participate in selection and coordination of staff training and professional development, establish performance objectives, monitor and evaluate employee performance.
Examples of Duties:- Schedule, coordinate, and attend Boards and committees’ meetings, including the arrangement of facilities, security, legal public notices, posting online, and taking meeting minutes.
- Attend and support any special meetings or events which may be offsite and outside regular business hours, including detailed logistics and event planning.
- Review, track, organize, and compile agenda packet items by inflexible deadlines for agenda reviews, output and/or any revisions/updates.
- Remind staff of upcoming Board agenda submission due dates, follow-up on missed deadlines, and appropriately route questions submitted by various stakeholders.
- Provide ad hoc training to new staff members on Board agenda management software (OnBase).
- Organize, assemble, print, post online, and mail out both hardcopy and electronic Boards and committees’ agendas and agenda packets by mandatory inflexible deadlines.
- Create documents and maintain records for the Boards and committees, including proper indexing for records retention and retrieval of official agency records/documents.
- Handle public records requests as per the California Public Records Act.
- Assist with Board Member business-related and approved travel arrangements and expense reports.
- Act as the Executive Officer, District Secretary in their absence as assigned as related to the work of this office.
- Respond to inquiries from the public, staff, or Board members concerning any public proceedings, actions, or records requests.
- Perform other duties and special projects as assigned.
Minimum Qualifications
Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:
- Bachelor’s degree in public administration, or closely related field.
- Four (4) years executive level administrative support.
- Two (2) years supervisory or lead experience.
Preferred Qualifications:- Availability/flexibility to attend monthly evening meetings and any offsite meetings as needed with core business hours usually between 8 am to 5 pm most days.
- Able to learn, interpret, and exercise good judgment when applying regulations, laws, policies, and procedures. E.g., Robert’s Rules of Order, the Ralph M. Brown Act, California Public Records Act, and California Political Reform Act.
- Ability to use tact, discretion, and discernment in establishing positive and cooperative working relations with Board and committee members, the public, and staff at all levels.
- Proficient in Microsoft Office Suite: Word, Excel, Outlook, PowerPoint, SharePoint, and able to quickly learn all other office applications, such as Zoom, Teams, OnBase, and Next Request.
- Records management principles, including filing, indexing, and cross-referencing methods.
- Certified Municipal Clerk certification desired.
- Ability to be accurate, organized, follow through on direction, work effectively under pressure, manage multiple deadlines, and be flexible, positive, resilient, tactful, and professional.
- Ability to work under pressure, be flexible and adaptable, and interface diplomatically with various elected and appointed officials, and the public and staff as well as establishing effective working relationships at all levels.
- Ability to operate standard office equipment, including photocopiers, and sit extended periods.
- Ability to troubleshoot and follow through on any problems and issues as they arise while exercising good judgement.
- Possession of a valid California Driver’s license and ability/willingness to travel as needed.
Below is a summary of the comprehensive benefits provided to District full-time employees:
Health and Welfare Benefits:
- Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
- Free Dental and Vision Benefits provided - Employer Covers Premiums
- Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
- Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
Retirement Medical Benefits:
- Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
- Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
Holidays and Paid Time Off:
- Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.5 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
- Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
- Floating Holidays - District employees can earn up to five (5) floating holidays.
Financial Planning Benefits:
- Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
- CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
- Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
- Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
- Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
Growth and Education Benefits:
- Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
- Computer Loan Program - Interest-free two-year loan with a maximum amount of $4,000.
Other Amazing Benefits:
- Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
- Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
- Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.
Closing Date/Time: 5/26/2024 11:59 PM Pacific
