Board Assistant - Clerk of the Board - County of Riverside
Riverside, CA 92501
About the Job
The Riverside County Clerk of the Board has an opportunity for a Board Assistant to provide support within their office in Riverside.
The Board Assistant will be responsible for accepting tort claims and lawsuits filed against the County, including processing claims, summonses and subpoenas and notifying Risk Management and/or County Counsel. The incumbent in this position will perform the full range of administrative responsibilities within the office such as scanning all documents received and forwarding to the appropriate department for handling; records searches and records management, as well as maintain official records, including database and retrieval of information in response to public records requests.
Other duties will include responding professionally and expeditiously to a variety of inquiries and demands while providing excellent customer service Incumbents in this position will maneuver through sensitive and confidential matters and may be privy to highly confidential information, where they must exercise the highest level of judgment and tact in the performance of essential duties.
Competitive candidates should be efficient in data entry, recording keeping, and possess exceptional customer service skills and be willing to serve difficult customers. Candidates must have excellent communication skills. Candidates that have experience working in law enforcement, legal offices, workers compensation, risk management background or closely related experience is highly desired.
Meet the Team!
The Clerk of the Board supports the Board of Supervisors which is the governing body of the County, certain special districts and the Housing Authority. The Board enacts ordinances and resolutions, adopts the annual budget, approves contracts appropriates funds, determines land use zoning for the unincorporated area, appoints certain County officers and members of various boards and commissions.
EXAMPLES OF ESSENTIAL DUTIES
• Accept tort claims and lawsuits filed against the County, including processing claims, summonses and subpoenas; notify Risk Management and/or County Counsel, including scanning all documents received and forwarding to the appropriate department for handling; review claims for completeness and compliance with applicable government code; prepare and mail correspondence, including notices of disposition; answer inquiries from constituents and department staff; maintain official records, including database and retrieval of information in response to public records requests.
• Review documents for proper wording of requests; identify the types of actions required such as Minute Orders, Resolutions or Ordinances; classify by category the action to be completed and ensure the proper placement of items on the agenda.
• Prepare public and legal notices; make arrangements for timely publication of notices in newspapers; draft formal notices of posting, remit documents to affected agencies and post information for members of the public.
• Compose Statement of Proceedings for Board of Supervisor meetings for distribution and provide support in the preparation and/or distribution of the Board Meeting Proceedings; answer telephone and public counter inquiries pertaining to Board meetings and activities.
• Review the work of incumbents in the maintenance of the official records of the Board of Supervisors and the retrieval of information from the records; review a variety of reports, forms, and records for accuracy, completeness, and compliance with applicable County Ordinances.
• Receive and screen a variety of visitors and telephone callers; ensure that inquiries are promptly answered or referred to appropriate sources; answer questions involving searching for and summarizing technical data, laws, policies, or procedures; answer routine, difficult and hard-to-handle inquiries from all County departments, agencies and members of the public regarding the County or applicable policies and procedures; provide information to the public or interdepartmental representatives in situations where judgment and interpretation of departmental policies and regulations are required; gather and summarize data on a wide range of subjects requiring a knowledge of the functions, services and operations of County departments.
• Perform computer-assisted indexing of all records of the Clerk of the Board; support records conversion and retrieval programs as directed.
• Compile a variety of narrative and statistical reports which require locating sources of information, devising forms to secure the data and determining proper format for finished reports; design or revise office forms; perform complex clerical work requiring the application of laws, policies, procedures, and specialized terminology; prepare and process materials which require the review of complex source material and a thorough familiarity with policies, procedures, terminology, and various applicable laws in order to obtain the necessary data.
• Establish and maintain complex filing systems of confidential and administrative materials.
• Screen incoming correspondence and perform routine follow-up to ensure that deadlines are met; arrange correspondence for reply in order of priority with appropriate background material attached for reference; initiate replies to routine correspondence; compose correspondence and other materials requiring the application of subject matter knowledge and discrimination in the selection of data; independently compose correspondence for a Supervisor's signature as needed.
• Assist in Minute Order preparation; prepare material needed by County Counsel or other governmental agencies to draft Resolutions or other documents; assist in the distribution of Minute Orders, Resolutions, Ordinances, or other information resulting from Board action to departments, agencies, commissions, other branches of government, or other concerned individuals.
• Maintain time and expense records and submit claims and time reports.
• Relieve the Clerk of the Board and other administrative staff performing complex work of routine administrative responsibilities.
MINIMUM QUALIFICATIONS
Experience: Two years of varied clerical experience, which include providing customer service to the public.
Knowledge of: Office practices and procedures followed to process a variety of documents and provide clerical support to the Board of Supervisors; methods, procedures, and filing systems used to record, store and retrieve Resolutions and other records of Board actions; basic procedures and practices related to formal board meetings; clerical processes used to receive construction bids, process sale of school bonds and publish and establish hearing dates pertaining to activities of special districts or other governing bodies; modern office procedures including preparing correspondence, legal notices and bid invitations.
Ability to:Compose clear and concise correspondence; interact with and resolve matters with members of the public; answer less difficult questions pertaining to Clerk of the Board or County procedures; provide administrative support during formal board meetings; compose Board of Supervisor minutes and summaries that accurately interpret actions and Board intent; provide administrative support in setting and organizing items for Board consideration.
SUPPLEMENTAL INFORMATION
Veterans' Preference:
The County of Riverside has a Veteran's Preference Policy. Upload a copy of your (or your spouse's) Member-4 Form DD-214 (or NGB-22) indicating dates of service, and a copy of your spouse's letter of disability (if applicable) with your application. For privacy reasons, it is recommended that you remove your social security information from the document(s). A Human Resources Representative will review the materials and determine if you qualify for veterans' preference.
Reasonable Accommodations:
The County of Riverside is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter for the position noted above. For additional information and/or to obtain the appropriate form for requesting a reasonable accommodation, please visit the Disability Access Office web page located at: http://dao.rc-hr.com/ .
What's Next:
This recruitment is open to all applicants. Applicants who are current County of Riverside employees may be considered before other applicants depending on the volume of applications received. Applications received prior to the closing date will be considered based on the information submitted. Changes or alterations cannot be accepted. No late applications will be permitted.
Applicants who fail to provide information demonstrating they possess the position requirements may not be considered further in the application process. A description of job duties directly copied from the job classification or job posting will not be considered. Based on the number of applications received, this posting may close without notice.
A list of eligible candidates will be established to fill current and future vacancies throughout the County.
General Information:
If you have any questions regarding this posting, please contact Crista Tarvin at CSTarvin@rivco.org
If you are experiencing technical problems, you may contact the governmentjobs.com applicant support desk Monday through Friday, 6 am to 5 pm Pacific Time at support@governmentjobs.com or toll-free 1-855-524-5627.
MEDICAL/DENTAL INSURANCE: A choice of different medical, dental and visions plan are available to elect. The County provides a Flexible Benefit Credit contribution, as governed by the applicable Management Resolution, to contribute towards the cost of these plans. Vision coverage is provided through Vision Service Plan (VSP) at no cost to employee or eligible dependents.
Note: Employees on assignment through the Temporary Assignment Program (TAP) receive different benefits. See the list here .
MISCELLANEOUS RETIREMENT: County of Riverside has three retirement Tiers through the California Public Employees' Retirement System (CalPERS).
- Tier I (Classic Member - Formula 3% @ 60): Applicable to current and former County of Riverside local miscellaneous employees hired prior to 08/24/2012 and did not withdraw CalPERS contributions. The employee contribution is eight (8%) percent.
- Tier II (Classic Member - Formula 2% @ 60): Applicable to local miscellaneous employees 1) hired after 08/23/2012 through 12/31/2012; 2) Previously employed with another CalPERS contracting public agency or a reciprocal retirement system, with a break in service of less than six months between the separation date with the previous employer and the appointment date with the County of Riverside. The employee contribution is seven (7%) percent.
- Tier III (PEPRA New Member - Formula 2% @ 62): Applicable to CalPERS local miscellaneous new members hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. As of July 1, 2020, the employee contribution is 7.25% and subject to change annually.
A new member is defined as any of the following:
CalPERS refers to all members that do not fit within the definition of a new member as "classic members".
Contribution rates are subject to change based on the County of Riverside annual actuarial valuation.
Note:
This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to retirement@rivco.org or by calling the Benefits Information Line at (951) 955-4981,
Option 2.
If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law. The Retirement Law is complex and subject to change. If there's any conflict between this summary and the law, the law will prevail over this summary.
DEFERRED COMPENSATION: Voluntary employee contribution with a choice between two 457 deferred compensation plan options.
401(a) MONEY PURCHASE PLAN: County contribution of $50 per pay period towards choice between two 401(a) plan providers.
VACATION ACCRUAL (Bi-Weekly Accrual):
0 through 3 year = 80 Hours (10 Days)
4 to through 9 years = 120 Hours (15 Days)
10 or more years = 160 Hours (20 Days)
Maximum Vacation leave accumulation is 480 hours.
SICK LEAVE: Four (4) hours Sick leave accrual per pay period with unlimited accrual.
HOLIDAYS: Normally 12 paid holidays per year.
BEREAVEMENT LEAVE: Allowed 5 days (3 days are County paid; 2 days can be taken from use of accrued Sick leave balance).
BASIC LIFE INSURANCE: $50,000 of term life coverage. Premiums are paid by the County. Additional Supplemental Life plan is available for employee purchase.
LONG-TERM DISABILITY (LTD): Benefit pays 66.67% of earnings to a maximum of $10,000 per month; 30-day waiting period; pays to age 65. Benefit may be coordinated with other available leave balances to provide up to 100% of pay.
POST RETIREMENT MEDICAL CONTRIBUTION: A monthly contribution is made by the County towards retiree health insurance offered through the County as governed by the Management Resolution or applicable bargaining unit.
OTHER: There may be other benefit provisions as specified in the applicable Memorandum of Understanding, Management Resolution, or Salary Ordinance. Please contact the recruiter listed on the job posting directly for more information.