Board Clerk / HR Manager

HOUSING AUTHORITY OF THE COUNTY OF MERCED

Job Description

1. PURPOSE:

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

1. DISTINGUISHING CHARACTERISTICS:

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

1. ESSENTIAL FUNCTIONS:

The Board Clerk / HR Manager is given management responsibilities for executing the following duties, which are mandated by and performed in accordance with various provisions of State law and local regulations:

• Oversee the functions of the Board Clerk’s Office and ensures that they are effectively carried out; prepares Board of Commissioners and other agency and authority agendas for review by the Executive Director; prepares meeting notices, proclamations, and certificates, and coordinates with meeting participants for scheduling on Board agenda; duplicates and distributes agenda packets; and prepares Board chambers for meetings.
• Publishes ordinances, resolutions, and notices of public hearings; posts and mails notices of public hearing and Board actions affecting Housing Authority tenants; and ensures compliance with the Brown Act.
• Oversees the receipt and maintenance of official Board documents and records; summarizes Board actions and instruction to Housing Authority staff; Coordinates Records Management tasks relating to Board Actions.
• Oversees Housing Authority projects at the direction of, and as delegated by the Executive Director, ensures vendor compliance, compliance with bidding processes and procedures, scheduling bid openings and other related functions.
• Assists the Executive Director with official duties relating to election and/or appointment of Board of Commissioners members. Coordinates and communicates with other governmental agencies to assure smooth and efficient election activities; oversee campaign disclosure and conflict of interest filings according to established procedures.
• Compose correspondence independently on a variety of matters; compile and type various letters, reports, statistical data, agendas, memos, bulletins, lists and other materials as directed; prepare, format, edit and proofread written materials.
• Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and assure proper completion of reimbursement forms; maintain and coordinate administrative calendars.
• Researches records, and retrieves information for staff members and the general public.
• Administers the commission application process and coordinates the interview process; prepares certificates of appointment and appreciation of services awards, and administers oath of office Board members when necessary.
• Accepts and processes legal claims, liability claims, accepts all subpoenas, summons and public records act or FOIA requests for Housing Authority records, and lawsuits. Informs the Executive Director and General Counsel, upon receipt, of any and all claims or demands filed with the Housing Authority.
• Informs and trains staff in office procedures / human resource and personnel rules and policies.
• Maintains employee personnel records, separate medical record files and other files related to employee status and performance. Maintains records and manages communication as the 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 the HR functions at the Housing Authority, with assistance from the Executive Director, Department Heads, and General Counsel for the Housing Authority.

1. OTHER DUTIES AND ADDITIONAL FUNCTIONS:

The Board Clerk / HR Manager is responsible for the duties listed below. Although many of these duties are unique to a limited number of organizations, they demonstrate the duties which may be performed by the incumbent in this job classification.

• Maintains confidentiality of Housing Authority records and/or confidential discussions pertaining to Housing Authority records including but not limited to employee personnel files and/or disciplinary actions
• Manages the development and implementation of goals, objectives, policies and procedures; interprets polices to staff and to the general public.
• Participates in the selection and training of personnel as requested by the Executive Director; assists department heads in timely evaluation and reviews of the performance of staff.
• Provides technical and administrative assistance to the Executive Director and Board of Commissioners; prepares and assists in the presentation of staff reports, and researches projects.
• Investigates, analyzes, recommends strategies for resolving complaints and thereafter conducts appropriate follow-up related to documenting outcomes of complaints and / or grievances.
• Performs legislative analysis; coordinates legislative communication and lobbying efforts; tracks legislation.
• Coordinates Board scheduling, calendars, and correspondence.
• Directs the posting of legal notices as required, and the preparation and posting of agendas and minutes.
• Coordinates community/media relations interaction with the Executive Director; prepares community presentation and activities.
• Coordinates agency-wide personnel activities, including recruitments, selections, compensation analysis and Worker’s Compensation referral to the carrier.
• 504 Coordinator

1. KNOWLEDGE, SKILLS AND ABILITIES TYPICALLY REQUIRED

The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General and Specialized Job Knowledge and Abilities:

1. Knowledge of the duties and responsibilities of a Board Clerk / HR Manager and of the codes, regulations, policies, and procedures related to government transparency laws and personnel administration in California public sector employment.
2. Skill in communicating effectively in English both orally and in writing, composing correspondence, staff reports, proclamation, ordinances, staff reports, other written materials, Rosenburg’s Rules of Order and/or other similar rules of procedure for conduct of public meetings, and basic math.
3. Knowledge of the principles and methods of office management including office procedures, systems, equipment, and records management.
4. Knowledge of the organizations, functions, policies, and administrative procedures of the Board of Commissioners and local government and special districts in California.
5. Knowledge of techniques for effectively representing the Housing Authority in contacts with government agencies, community groups, and various business and professional organizations.
6. Knowledge of Records Management protocol and technology.
7. Knowledge of principles and practices of public administration, including, but not limited to personnel administration and program management.
8. Knowledge of techniques for providing a high level of customer service to the public and Housing Authority staff, in person, and over the telephone.
9. Knowledge of and ability to effectively utilize computer applications and technology related to the work.
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 the handling of sensitive records and confidential information.
12. Skill in prioritizing own work and using sound, independent judgment within policy and procedural guidelines.
13. Skill is establishing and managing an organizational system for Housing Authority files, records, and other official documents.
14. Skill in training other management staff on policy matters related to personnel administration.
15. Skill in establishing and maintaining effective working relationships with others.
16. Skill in completing assigned tasks in a timely and effective manner.
17. Other duties as assigned.

Working Conditions/Physical Requirements:  Employee will work in a controlled office environment.  Essentially all working hours are spent in an office.  There may be some light physical work involved in the handling of supplies, files, etc.

Ability to sit for long periods of time, stoop, kneel, crouch, reach, finger, gasp, write, and perform repetitive motions.

Exerts up to 20 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects with the human body.

Hearing and speaking ability sufficient to carry on a conversation with another individual (or groups of individuals) in person and over the telephone.

Visual ability sufficient to read and produce printed material and information displayed on a computer screen,

Education and Experience: The education and/or experience typically required for this position includes: Course work in accredited college, or equivalent to 2 years progressive experience which can be applied to overall criteria listed herein combined with and course work or specialized training in Clerk and HR Functions.  Four years program experience in Supervision, Clerk and personnel functions is preferred.

Licenses, Registrations, Accreditation, etc.: Possession of a valid Class C California Motor Vehicle Operators License.  Certified Municipal Clerk certification and/or Human Resource Management certification is preferred.

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