Division Manager
5 days ago
Under direction, within the Clerk of the Board's Office, to provide technical and operational support to the Board of Supervisors in the preparation of meeting agendas; to provide support to the Assessment Appeals Boards and Hearing Officers for the assessment appeals process; or, as the custodian of records, to maintain the current and historical records for actions pertaining to the Board of Supervisors, Board Committee meetings, Board correspondence, Advisory Boards and Commissions, and Conflict of Interest filings.
Key Responsibilities:- Plans, organizes, supervises, and administers various functions within the Office of the Clerk of the Board of Supervisors;
- Establishes and maintains Division objectives and priorities;
- Formulates and implements policies, plans, and procedures;
- May determine funding needs and obtain available outside funding when necessary through grants and/or contracts;
- May function as Clerk of the Board at Board of Supervisors' meetings;
- Directs, schedules, supervises, and evaluates the work of subordinate staff;
- Trains or delegates training of staff regarding procedures, assignments, and customer service;
- Interviews candidates and selects or recommends the selection of new employees;
- Prepares notices and legislative files for presentation to the Board of Supervisors, Board Committees, and/or Boards and Commissions;
- Reviews legislative files and supporting documents submitted by County departments for Board of Supervisors action for accuracy, completeness, and compliance with State and local regulations;
- Researches ordinances, State codes, and other guidelines to determine publication and noticing requirements, etc., or qualifications and requirements for appointee positions to be filled by various appointing authorities;
- Advises Assessment Appeals Board members and Hearing Officers on matters that affect assessment appeals processes and procedures;
- Keeps abreast of new trends, developments, and legislation related to the Division and/or records management activities; and implements changes to processes as mandated by State law or local rules;
- Represents the County in discussions with the Board of Equalization to ensure development of a uniform statewide application of assessment appeals practices and procedures;
- Researches and responds orally and in writing to inquiries from attorneys, County staff and the public;
- May provide support for several computer systems and train staff in implementing and modifying those systems, including creating and maintaining form language, creating help screens, and writing and maintaining resource documents;
- Incorporates the latest advancements in records management best practices and information technology to meet the service needs of the Board of Supervisors, County departments, and the public;
- Maintains consistency in the acquisition, storage, retrieval, and dissemination of records and recorded information;
- Performs records research and analysis and recommends and implements records management programs, instituting guidelines for current controls, retention, preservation, and archival storage;
- Maintains records inventory and safeguards the integrity and accessibility of stored records, indexes, images, and audio recordings to ensure hard copy and electronic records are accurately catalogued and filed;
- Investigates options for securing grants to fund records management projects;
- May be assigned as a Disaster Service Worker, as required;
- Performs other related duties as assigned.
Sufficient education training, and experience to demonstrate the possession and application of the following knowledge and abilities:
Training and Experience Note: The required knowledge and abilities are attained through training and experience equivalent to the possession of a Bachelor's degree. Relevant analytical, administrative, lead, supervisory, or management experience that includes interpreting rules and regulations, gathering and analyzing data and formulating recommendations, and report writing can substitute for education on a year-for-year basis.
And
Four (4) years of experience performing analytical, administrative, lead, supervisory, or management duties, which include interpreting rules and regulations, gathering and analyzing data, formulating recommendations, and report writing. Possession of a Master's degree may substitute for one (1) year of the required experience.
Knowledge of:- Principles and practices of employee supervision and training;
- General organization, practices, procedures, functions, and missions of various government entities and their relationship to the Board of Supervisors and/or the Assessment Appeals Board and Hearing Officers;
- Basic parliamentary procedure;
- Sources of information for researching legal issues affecting local government boards and commissions;
- General knowledge of computer systems and relational database technology available to automate document management and processing;
- Federal, State, and local government laws, regulations, and legal procedures affecting the release of information;
- Creation and management of a records retention schedule, including preservation and archiving;
- Document indexing, coding, and classification systems.
- Apply critical thinking skills and reason logically and creatively to define, investigate, and resolve complaints and problems;
- Use independent and sound judgment in responding to and advising various customers;
- Work effectively under pressure and deadlines, in a visible, politically sensitive, public service organization;
- Establish, maintain, and retain accurate and comprehensive records and handle highly confidential information with discretion;
- Research sources of legal information affecting local governing boards and commissions;
- Use effective office management and business methods to assign, review, and evaluate the work of subordinate staff;
- Effectively train, supervise, and motivate subordinate staff;
- Manage information technology systems and software applications for information access and retrieval;
- Organize and maintain complex systems of clerical control and indexing;
- Cooperate and communicate effectively with the public, department heads, news media, board and commission members, and elected officials;
- Develop, document, and ensure compliance with the Department's policies and procedures;
- Analyze management problems, prepare reports, and make recommendations for effective use of staff and resources;
- Establish and maintain effective working relationships with staff, other departments, and the general public;
- Effectively utilize internet search engines, intranet databases, and e-mail protocols;
- Communicate effectively, both orally and in writing.
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