District Clerk/Public Information Officer

Class Title District Clerk/Public Information Officer Class Code 1003 Salary $63.75

• $86.

06 Hourly Definition Benefits Description

DEFINITION

Under administrative direction, plans, organizes, manages, and provides oversight for all functions and activities of the District Clerk, including administration, election management, maintaining and archiving of public records and public information, and filing officer services; plans, manages, and oversees the District's public information and outreach, emergency operations management, and information technology programs and activities; coordinates assigned activities with other District functions, officials, outside agencies, and the public; fosters cooperative working relationships among District functions and intergovernmental and regulatory agencies and various public and private groups; provides highly responsible and complex administrative support to the General Manager and the Board of Directors; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative direction from the General Manager. The work provides for a wide variety of independent decision-making, within legal and general policy and regulatory guidelines. Exercises general direction and supervision over professional, technical, and administrative support staff through subordinate levels of management and supervision.

CLASS CHARACTERISTICS

This is a management classification that oversees, directs, and participates in all activities of the District Clerk, including short

• and long-term planning and development and administration of policies, procedures, and services.

This class provides assistance to the General Manager and Board of Directors in a variety of administrative, coordinative, analytical, and liaison capacities while also serving as a member of the Leadership Team. Successful performance of the work requires knowledge of public policy, District functions and activities, including the role of an elected Board of Directors, and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the assigned function with those of other District functions and outside agencies and managing and overseeing the complex and varied functions of the District Clerk. The incumbent is accountable for accomplishing planning and operational goals and objectives and for furthering District goals and objectives within general policy guidelines. Examples of Typical Job Functions (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Assumes full responsibility for all programs, services, and activities of the District Clerk, including administration, public information, election management, and records management. Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the District Clerk's functions; establishes, within District policy, appropriate budget, service, and staffing levels. Manages and participates in the development and administration of the District Clerk's annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary. Selects, trains, motivates, and directs assigned personnel; evaluates and reviews work for acceptability and conformance with standards, including program and project priorities and performance evaluations; provides or coordinates staff training; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns. Contributes to the overall quality of the District Clerk functions' service by developing, reviewing, and implementing policies and procedures to meet legal requirements and District needs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change. Coordinates District Clerk activities with those of other functions and outside agencies and organizations; provides staff assistance to the General Manager and Board of Directors; prepares and presents staff reports and other necessary correspondence. In conjunction with the Orange County Registrar of Voters Office, plans, manages, and conducts District elections and special elections; ensures conformance with the California Elections Code, Political Reform Act, and other government codes; maintains election documents for public inspection; declares election results; administers and files oaths of office. Oversees the operations of the District-wide records management program and records preservation and destruction; sets and ensures legal compliance retention schedules for District records; develops and updates records retention policies and procedures; researches District documents, historical information, and other information as needed; attests, indexes, and files all legislative actions. Serves as Public Records Coordinator; ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person's right to inspect any public record of the District is upheld. Serves as the Clerk of the Board of Directors; attends regular and special meetings, and study sessions, and oversees the recording of all official proceedings; coordinates the preparation of public notifications, agendas, minutes, staff reports, and other documents, including reviewing for completeness and creating paperless agendas; directs the publication, filing, indexing, and safekeeping of all proceedings of the Board of Directors. Administers the public hearing process for the Board of Directors; coordinates public hearing packets and public notices of hearings in accordance with various government code requirements and legal deadlines. Serves as Filing Officer and Filing Official for the Political Reform Act; manages the District's disclosure requirements for designated employees; ensures all candidates, political committees, elected officials, appointed officers, and designated employees file timely and complete campaign disclosure forms; corresponds with the Fair Political Practices Commission (FPPC) as appropriate. Oversees the contract administration function; reviews contracts to ensure they are properly approved and executed by the required parties. Plans, manages, and oversees the District's public information and outreach, emergency operations management, and information technology programs and activities; recommends and assists in the implementation of goals and objectives; establishes schedules and methods for programs and activities; implements policies and procedures. Provides administrative support to the General Manager and Board of Directors by assisting with duties of an advanced, complex, sensitive, and confidential nature; represents the District Clerk's functions at meetings as assigned; acts as a liaison between the General Manager and other staff and the public, coordinating resolutions and following up with staff when appropriate. Coordinates and maintains multiple calendars and schedules meetings and appointments for the General Manager and Board of Directors members; makes travel arrangements as required. Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of District policies and procedures; listens to questions and explains procedures according to existing guidelines. Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the General Manager and the Board of Directors from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with District policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer. Represents the District Clerk functions to other District functions, elected officials, and outside agencies; explains and interprets assigned programs, policies, and activities; negotiates and resolves significant and controversial issues. Attends and participates in professional group meetings and committees; stays abreast of new trends and innovations in the field of District government. Monitors changes in laws, regulations, and technology that may affect District operations; implements policy and procedural changes as required. Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations. May serve as General Manager in the absence of the General Manager. Performs other duties as assigned.

Qualifications Knowledge of:

Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management. Principles and practices of budget development and administration. Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. Principles, practices, and procedures related to public agency record keeping, District elections, and the District Clerk function. Functions, authority, responsibilities, and limitations of an elected Board of Directors. Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure. Applicable federal, state, and local laws, codes, and regulations relevant to assigned areas of responsibility. Organization and management practices as applied to the development, analysis, and evaluation of programs and operational needs of the assigned functions. Principles and practices of contract administration and evaluation. Recent and on-going developments, current literature, and sources of information related to the operations of the assigned functions. Record-keeping principles and procedures. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for effectively representing the District in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations, and the public. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.

Ability to:

Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the assigned programs and functions. Prepare and administer budgets; allocate resources in a cost effective manner. Interpret, apply, explain, and ensure compliance with federal, state, and local laws, rules, regulations, policies, and procedures. Plan, organize, assign, review, and evaluate the work of staff; train staff in work procedures. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Coordinate District elections within legal guidelines. Oversee and coordinate maintenance of the official records of the District. Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials. Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports. Establish and maintain a variety of filing, record-keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate office equipment and computer applications related to the work. Communicate effectively, both orally and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. 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: An Associate of Arts degree in public or business administration and five (5) years of increasingly responsible experience performing District Clerk's or Deputy District Clerk's functions, including two (2) years of supervisory experience. A Bachelor's degree from an accredited college or university with major coursework in business, public administration, communications, or a related field is preferred.

Licenses and Certifications:

Possession of, or ability to obtain, a valid California Driver's License by time of appointment, and satisfactory driving record. Possession of, or ability to obtain, a Notary Public certification highly desirable. Possession of, or ability to obtain, a Certified Municipal Clerk certification desirable. Supplemental Information

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an 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 District policies and procedures.

CAFETERIA PLAN

Full-time employees receive a monthly contribution amount to pay for District-offered medical, dental and vision insurance plans plus other ancillary benefits. The contribution amount is based on the employees' elected medical plan tier. Employee only

• $1,200 Employee + 1
• $1,650 Employee + 2 or more
• $2,140 RETIREMENT BENEFIT The District contracts with California Public Employees Retirement System (CalPERS).

The monthly retirement allowance is determined by age at retirement, years of service credit and final compensation. The basic benefit is 2% of final compensation for each year of credited service upon retirement at age 55, 60, or 62.

WORK SCHEDULE

Full-time Administrative employees work a 9/80 schedule. Full-time Wastewater employees work a 4/10 schedule.

TELECOMMUTING

Eligible classifications work a hybrid schedule with up to 3 days a week of telecommuting. MEDICAL The District offers medical insurance through CalPERS. Employees elect the plan and tier of their choice.

DENTAL, VISION, & SUPPLEMENTAL LIFE INSURANCE

The District offers dental vision, and supplemental life insurance through Special District Risk Management Authority.

LIFE INSURANCE, ACCIDENTAL DEATH AND DISMEMBERMENT

(AD&D)

INSURANCE

the District pays for a Life Insurance/AD&D policy for all full-time employees that provides a $50,000 coverage. Full-time employees are eligible on the first day of the month on or after completing 90 days of continuous employment. Part-time employees are ineligible for this benefit.

LONG-TERM DISABILITY INSURANCE

the District pays for a non-work related Disability Insurance plan for all full-time employees that pays up to 60% of an employee's basic monthly earnings not to exceed $5,000 per month following a 90 day waiting period of continuous disability. Full-time employees are eligible on the first day of the month on or after completing 90 days of continuous employment. Part-time employees are ineligible for this benefit.

CELL PHONE ALLOWANCE

$479.96 annually for non-exempt employees/$960 for exempt employees.

EMPLOYEE ASSISTANCE PROGRAM

(EAP) The EAP provides confidential counseling, education and referral on work and life challenges 24 hours a day, seven days a week.

RETIREMENT HEALTH SAVINGS PLAN

(RHS) through MissionSquare. Employees contribute 1% of their base salary and the District matches 1%. Funds can be used to pay healthcare premiums and out-of-pocket expenses in retirement. Employee amount is 100% vested immediately. Vesting in the employer contributed amount occurs at 5 years of service with the District, at which time there is 100% vesting.

BILINGUAL PAY

Eligible employees who are certified and designated as "District Translators" shall receive premium pay for the performance of bilingual written and/or oral skills.

WASTEWATER MAINTENANCE EMPLOYEES PREMIUM PAY

Employees who are routinely and consistently assigned to repair and maintain sewer systems shall receive a premium pay of 1.5% of their base pay for each California Water Environment Association Collection System Maintenance and/or Electrical Instrumentation Grade Certification level achieved.

WELDER PREMIUM PAY

Employees who are routinely and consistently assigned to repair sewer manhole covers by application of welding skills and who possess a current welding certification, shall receive a premium pay of 1.5% of their base pay.

STANDBY PAY

The Primary Standby Person will be paid a flat rate of $75 per day and the Secondary Standby Person will be paid $50 per day.

SHIFT DIFFERENTIAL PAY A

non-exempt Wastewater Maintenance Worker or SCADA Technician/Industrial Electrician employee required to work a shift cleaning sewer lines between the hours of 6:00 p.m. and 5:00 a.m. will be compensated an additional 7% above the employee's base hourly rate of pay for hours worked during that time period.

CLOSED CIRCUIT TELEVISION

(CCTV) PAY Employees who successfully pass the Pipeline Assessment & Certification Program from the National Association of Sewer Service Companies, and who routinely televise, view, and analyze CCTV of sewer pipes as part of their regular duties, shall receive a premium pay of 1.5% of their base pay.

MANHOLE ASSESSMENT CERTIFICATION PAY

Employees who are routinely and consistently assigned to repair and maintain sewer systems shall receive a premium pay of 1.5% of their base pay for successfully passing the Manhole Assessment & Certification Program (PACP) from the National Association of Sewer Service Companies (NASSCO.)

COMMERCIAL DRIVER'S LICENSE PAY

Employees who are required to maintain a Commercial Driver's License, Class "C" or who maintain a Class "A" for the performance of their assigned job duties, will receive an annual pay of $520.

OPTIONAL BENEFITS DEFERRED COMPENSATION PLAN

(457B) This voluntary 457 Plan through Empower provides employees with the opportunity to invest a portion of their salary on a pre-tax basis. The plan includes a hardship loan option.

TECHNOLOGY LOAN PROGRAM

The District will assist with the purchase of technology equipment and software for personal use by granting an interest free loan in the amount of $200

• $2,000.

. Employees are eligible after six months of service.

TUITION REIMBURSEMENT PROGRAM

Full-time employees, who have completed six months of service, are eligible for tuition reimbursement for a maximum of $5,000 per year for educational courses in order to foster personal development in job-related areas as well as career advancement.

SUPPLEMENTAL INSURANCE

The District offers optional Short-Term Disability Insurance; Hospital Insurance; Cancer Insurance; Specialized Health Event and Accident Insurance through

AFLAC. WELLNESS PROGRAM REIMBURSEMENT

The District encourages employees to achieve and maintain a healthy lifestyle through physical fitness. Employees will be reimbursed up to $25 per month for eligible Wellness Program items.

REWARDING IDEAS PROGRAM

The Rewarding Ideas program is an employee suggestion program that encourages employees to generate ideas for organizational improvements. Monetary rewards range from $100 to $1,000.

LEAVES SICK LEAVE

Full-time employees accrue sick leave at the rate of 3.70 hours per pay period. Part-time employees who work 30 or more days in a year are entitled to 40 hours of paid sick leave.

VACATION

Full-time employees accrue 92 to 284 vacation hours annually based on years of service. Employees may use vacation after six months of continuous service.

HOLIDAYS

The District observes the following 12 holidays: New Year's Day; Labor Day; Martin Luther King Day; Thanksgiving (Wednesday

• Friday);President's Day; Veteran's Day; Memorial Day; Christmas Eve; Christmas Day; Fourth of July.

Employees also receive two floating holidays to be used incrementally by the end of the fiscal year.

COMPENSATORY

(COMP) TIME Comp time is used like vacation and may also be used like sick leave. Comp time is accrued by converting overtime hours to Comp time off hours.

ADMINISTRATIVE LEAVE

Exempt full-time employees receive 40 hours of Administrative Leave each fiscal year.

CALIFORNIA FAMILY RIGHTS ACT

(CFRA) LEAVE Provides eligible employees with up to 12 weeks of unpaid, job-protected leave to care for their own serious health condition or a family member with a serious health condition, or to bond with a new child.

BEREAVEMENT LEAVE

Full-time employees are entitled to up to 5 working days per incident for the death of an immediate family member. This is a general outline of employee compensation and fringe benefits. For a complete explanation of benefits, benefit eligibility and restrictions, please refer to the Employee Handbook or Benefit Plan Documents.