Board Clerk & Human Resources Manager — Application Packet

Board Clerk & Human Resources Manager

Final Filing Date	Open Until Filled
Salary Range	$60,400 to $95,000 (Bi-weekly, D.O.Q.)
Type	Open & Promotional

Employment Information and Employee Benefits

The Housing Authority of the County of Merced (Authority) has been providing quality housing for the citizens of Merced County since 1942. Over the years, the organization has grown and developed to meet the changing needs of its residents. The primary objective of the Authority is to provide decent, safe, and sanitary housing to low-income families at an affordable price. The Authority’s mission is to provide this housing within an environment that fosters the advancement of low-income families from a position of dependency to one of self-sufficiency.

For a full list of job duties and requirements, you must view the attached job description.

Employee Benefits

• Flex Work Schedule: The Authority works a 9/80-work schedule, Monday–Thursday, and is closed every other Friday.
• Vacation: Ten days of paid vacation and an additional five days per year of annual leave are provided after completion of 5, 10, 15, and 20 years.
• Management Leave: 60 hours per calendar year.
• Holidays: 15 paid holidays.
• Sick Leave: 12 days of paid sick leave per year with unlimited accumulation.
• Retirement: The Authority participates in both Social Security and Public Employees’ Retirement System (CalPERS).
• Deferred Compensation: The Authority offers a deferred compensation plan to all employees.
• Health/Life Insurance: Employees are eligible for participation in life, medical, dental, and vision insurance with a medical allowance. Dependents may participate in medical, dental, and vision insurance. Employees can also participate in the Flex 125 plan.
• Disability Leave and Workers’ Compensation: The Authority also participates in the State Disability Insurance Program and the California Housing Workers’ Compensation Authority.

Selection Process

Applications must be received by the above closing date. No postmarks will be accepted. All applications will be reviewed for completeness and satisfaction of minimum qualifications. Those applicants who possess the knowledge, skills, and abilities outlined in the job description will be invited to participate in a competitive written exercise pertinent to the regular functions and tasks of this classification. From those who meet or exceed the qualifications, a final review considering all previous evaluatory factors will determine the finalists who will be invited to appear before an oral interview panel to explore and evaluate the extent of their knowledge, work experience, education, and personal characteristics that are incumbent within this particular job classification.

Possession of the requirements does not necessarily assure an applicant a finalist position. Selected finalists will participate in an interactive process that will evaluate a candidate’s qualifications with the skills, abilities, knowledge, and experience of other finalists, as well as the job requirements of this classification.

Final selection of a qualified candidate shall be from among those appearing before the appraisal panel. Barring undue hardship, reasonable accommodations can be made in the examination process for disabled individuals or for religious reasons. Accommodation requests should be made in advance to the Human Resources Department.

Physical Requirements

Controlled office environment. Some light physical work handling supplies, files, etc. Ability to sit for long periods, stoop, kneel, crouch, reach, finger, grasp, write, and perform repetitive motions. Exerts up to 20 pounds of force occasionally.

Hearing and speaking ability sufficient for conversations. Visual ability to read printed material and computer screens.

Application Procedure

To apply for this position, you must obtain an application from the Housing Authority of The County of Merced during regular daily business hours: 7:30 a.m. to 5:00 p.m., Monday through Thursday, excluding holidays and posted Friday closures, at the Central Office, 405 ‘U’ Street, Merced, California, 95341 or online at www.merced-pha.com. Resumes must be submitted with an agency application to be considered. All applications should be returned to the above address, to the attention of Human Resources. Applications must be received by the filing deadline; no postmarks will be accepted. Incomplete or late applications will not be considered. For additional information, call (209) 722-3501, extension #139.

Federal law requires that, prior to employment, you must furnish proof of your identity and eligibility for employment in the United States.

Worksite Assignment

This position reports to the main office at 405 ‘U’ Street, Merced, California, 95341.

This position is exempt from employee union membership and exempt under the Fair Labor Standards Act (FLSA).

Job Description — Board Clerk & Human Resources Manager

Department	Administration	Date	August 2017
Total Pages	4	Association	Exempt – Confidential

The statements specified in the position description are intended to describe the general nature and level of work performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

A. Purpose

Gives administrative direction, manages and coordinates day to day operation of Board Clerk’s Office and specified Administrative Services including Human Resources and Risk Management under direct supervision of Executive Director. Board Clerk and HR Manager is local official who administers access to Housing Authority records and all legislative actions ensuring transparency to public. Acts as compliance officer for federal, state, and local statutes including Political Reform Act, Brown Act, and California Public Records Act in cooperation with General Counsel. Manages public inquiries and relationships and arranges for ceremonial and official functions.

B. Distinguishing Characteristics

Management team position receives policy direction from Executive Director. Board Clerk oversees and participates in administrative work that is technical and requires high degree of precision and accuracy. This class is unique because Board Clerk/HR Manager has authority and responsibility for Housing Authority’s statutory Board Clerk functions and operates in dual role overseeing day-to-day operation of Human Resource Functions for the Housing Authority.

C. Essential Functions

Management responsibilities for executing duties mandated by State law and local regulations:

1. Oversee functions of Board Clerk’s Office; prepares Board of Commissioners and other agency and authority agendas for Executive Director review; prepares meeting notices, proclamations, and certificates; coordinates with meeting participants for scheduling on Board agenda; duplicates and distributes agenda packets; prepares Board chambers for meetings.
2. Publishes ordinances, resolutions, and notices of public hearings; posts and mails notices of public hearing and Board actions affecting Housing Authority tenants; ensures compliance with Brown Act.
3. Oversees receipt and maintenance of official Board documents and records; summarizes Board actions and instruction to staff; coordinates Records Management tasks.
4. Oversees Housing Authority projects at direction of Executive Director, ensures vendor compliance, bidding processes and procedures, scheduling bid openings and other related functions.
5. Assists Executive Director with official duties relating to election and/or appointment of Board of Commissioners members; coordinates with governmental agencies; oversees campaign disclosure and conflict of interest filings.
6. Compose correspondence independently on variety of matters; compile and type various letters, reports, statistical data, agendas, memos, bulletins; prepare, format, edit and proofread written materials.
7. Coordinate and schedule appointments and meetings; make travel arrangements; prepare reimbursement forms; maintain and coordinate administrative calendars.
8. Researches records and retrieves information for staff members and general public.
9. Administers commission application process and coordinates interview process; prepares certificates of appointment and appreciation of services awards; administers oath of office Board members when necessary.
10. Accepts and processes legal claims, liability claims, all subpoenas, summons and public records act or FOIA requests. Informs Executive Director and General Counsel of any and all claims or demands filed.
11. Informs and trains staff in office procedures/human resource and personnel rules and policies.
12. Maintains employee personnel records, separate medical record files and other files related to employee status and performance. Maintains records and manages communication as primary point of contact with recognized employee association business agents. Participates in collective bargaining functions and conducts other HR technical duties as needed to manage HR functions, with assistance from Executive Director, Department Heads, and General Counsel.

D. Other Duties and Additional Functions

1. Maintains confidentiality of Housing Authority records and/or confidential discussions pertaining to Housing Authority records including employee personnel files and/or disciplinary actions.
2. Manages development and implementation of goals, objectives, policies and procedures; interprets policies to staff and general public.
3. Participates in selection and training of personnel; assists department heads in timely evaluation and reviews of performance of staff.
4. Provides technical and administrative assistance to Executive Director and Board of Commissioners.
5. Investigates, analyzes, recommends strategies for resolving complaints and documents outcomes of complaints and/or grievances.
6. Performs legislative analysis; coordinates legislative communication and lobbying efforts; tracks legislation.
7. Coordinates Board scheduling, calendars, and correspondence.
8. Directs posting of legal notices as required, and preparation and posting of agendas and minutes.
9. Coordinates community/media relations interaction with Executive Director.
10. Coordinates agency-wide personnel activities including recruitments, selections, compensation analysis and Worker’s Compensation referral.
11. 504 Coordinator.

E. Knowledge, Skills and Abilities

1. Knowledge of duties and responsibilities of Board Clerk/HR Manager and codes, regulations, policies, and procedures related to government transparency laws and personnel administration.
2. Skill in communicating effectively in English both orally and in writing.
3. Knowledge of principles and methods of office management including office procedures, systems, equipment, and records management.
4. Knowledge of organizations, functions, policies, and administrative procedures of Board of Commissioners and local government in California.
5. Knowledge of techniques for effectively representing the Housing Authority.
6. Knowledge of Records Management protocol and technology.
7. Knowledge of principles and practices of public administration including personnel administration and program management.
8. Knowledge of techniques for providing high level of customer service.
9. Knowledge of and ability to effectively utilize computer applications and technology.
10. Skill in interpreting, applying and explaining rules and regulations and Housing Authority policies and procedures.
11. Skill in using tact, discretion, and mature judgment in handling sensitive records and confidential information.
12. Skill in prioritizing own work and using sound, independent judgment.
13. Skill in establishing and managing organizational system for Housing Authority files, records, and documents.
14. Skill in training other management staff on policy matters related to personnel administration.
15. Skill in establishing and maintaining effective working relationships.
16. Skill in completing assigned tasks in a timely and effective manner.
17. Other duties as assigned.

Working Conditions

Controlled office environment. Some light physical work handling supplies, files, etc. Ability to sit for long periods, stoop, kneel, crouch, reach, finger, grasp, write, and perform repetitive motions. Exerts up to 20 pounds of force occasionally.

Hearing and speaking ability sufficient for conversations. Visual ability to read printed material and computer screens.

Education and Experience

Course work in accredited college, or equivalent to 2 years progressive experience which can be applied to overall criteria, combined with course work or specialized training in Clerk and HR Functions. Four years program experience in Supervision, Clerk and personnel functions is preferred.

Licenses

Possession of valid Class C California Motor Vehicle Operators License. Certified Municipal Clerk certification and/or Human Resource Management certification is preferred.

Notice to Applicants

Regarding Application Status

Applicants for positions with the Housing Authority of the County of Merced (Authority) will be notified regarding their applicant status. Such notification will be done only in writing.

The Authority will not respond to telephone requests for an application status. The information on an application is of a confidential nature and it is not feasible to request adequate verification of the caller’s identity prior to discussing any personal information.

You should receive some written communication regarding the status of your application within 4-6 weeks of the closing date of recruitment.

Regarding Required Drug Testing

Pursuant to the Drug-Free Workplace Act of 1988, the Authority is required to certify its compliance in providing a drug-free workplace that is free from the illegal manufacture, distribution, dispensation, possession, sale and use of illegal drugs, and the use, possession or distribution of alcohol. All applicants who are extended a Conditional Offer of Employment, shall as part of their pre-employment physical, voluntarily submit to blood and/or urine testing for the presence of alcohol or illegal drugs. Refusal to submit to the required drug testing or any other component of the pre-employment physical examination will result in withdrawal of the employment offer.

Regarding Employment Background Inquiries

California Civil Code Section 47 as amended on January 1, 1995, extends the protection concerning privileged communications to employment references. Its primary purpose is to encourage previous employees to openly and fairly respond to questions from the Authority concerning your past employment situations.

These inquiries are intended to verify the information which you have provided on your application and to furnish the Authority other pertinent information relevant to your job qualifications and employment experience. Information received from these inquiries will remain STRICTLY CONFIDENTIAL. Background verifications may be conducted either directly by the Authority or through a third-party investigative consumer reporting agency.