Executive Office Manager & Clerk Of The Board in Oakland, California at Talantage, LLC

Job Title: Executive Office Manager & Clerk Of The Board
Requisition ID: #26-00087
Location: Oakland, CA
Job Description: Job Title: Executive Office Manager & Clerk of the Board

The Executive Office Manager & Clerk of the Board facilitates and manages the day-to-day administrative affairs of the Executive Office; plans, directs, and coordinates the activities of subordinate administrative staff; and provides complex, highly responsible administrative support to the Board of Commissioners and related affiliate boards.

ESSENTIAL FUNCTIONS

EXECUTIVE OFFICE MANAGER FUNCTIONS
The Manager provides oversight and management of the Executive Office's daily operations, ensuring organizational excellence. Facilitation of Executive Office operations includes, but is not limited to:

• Assigning, supervising, and reviewing the work performance and product of subordinate staff, including the administrative assistant and temporary staff; and
• Establishing goals and deadlines and successfully achieving desired outcomes for the department; and
• Providing leadership and staff direction to ensure high-performance, a customer service-oriented environment that supports the Agency's mission; and
• Creating and managing initiatives and projects that further the Executive Office and Agency's overall goals; and
• Developing, implementing, monitoring, and revising Executive Office policies, procedures, and standards; and
• Managing the Executive Office budget preparations and maintenance; and
• Identifying opportunities for cost savings, better efficiency, and other improvements; and
• Preparing, negotiating, analyzing, and reviewing contracts for equipment, supplies, materials, services, and products; and
• Managing vendor contracts, purchase orders, and payments for the Executive Office; and
• Conducting special studies, research, preparation of administrative reports, and other materials.

CLERK OF THE BOARD FUNCTIONS
The Clerk of the Board provides overall support to the Executive Director and, on behalf of the Executive Director, supports the Board of Commissioners in meeting operational requirements and meeting the requirements designated by the Agency Bylaws and California regulations. Responsibilities include, but are not limited to:

• Serving as the Clerk of the Board and performing all operational duties related to supervising, coordinating, preparing, and posting the board meeting agenda and agenda packets; and
• Coordinating, attending, and facilitating Board meetings and project-related meetings as necessary and taking minutes of meetings as requested; and
• Acting as a liaison between the Board of Commissioners, government officials, and members of the public in response to inquiries; and

• Interacts and communicates effectively and professionally with high-level government officials, residents, Authority leadership, attorneys, auditors, vendors, and employees in all departments and divisions assigned; and
• Managing the operations of the Authority's records management, retention, and disposition policy and program in accordance with state and federal regulations, including maintaining legal compliance with required retention schedules for Board of Commissioners' documents; and
• Receives and monitors legal requests for public records; and
• Research Commission documents, historical information, and other information as needed; and
• Initiates follow-up procedures to ensure that projects are completed and deadlines met; follows up on actions authorized by the Board; and
• Ensuring compliance with local, state, and federal laws pertaining to public records, statements of economic interest, and Board member elections.

MARGINAL FUNCTIONS
Performs related duties and responsibilities, as required.

MINIMUM QUALIFICATIONS
EDUCATION : A bachelor's degree from an accredited university in business or public administration, communications, or a related field.

EXPERIENCE: Five (5) years of increasingly responsible executive-level administrative or secretarial experience. Two (2) years of experience working at a supervisory or lead level. Experience in dealing with elected officials is highly desirable.

LICENSE/CERTIFICATE : Certified Municipal Clerk designation preferred. Possession of a valid California driver's license is a condition of initial and continued employment in this classification. Additionally, must have and maintain an insurable driving record.
An equivalent combination of education, training, and experience will be considered.

KNOWLEDGE AND ABILITIES
KNOWLEDGE OF: The Brown Act, Public Records Act, and Freedom of Information Act, local ordinances, federal and state laws, rules and other legal requirements; principles, problems and methods of public administration and records management; office management principles; methods and procedures; excellent inter-personal and team participation skills, oral and written communication skills; internet research skills, and proficiency with Microsoft Office Suite (Microsoft Word, Outlook, OneNote, PowerPoint, Excel) agenda-management software such as Granicus, Visio, DocuSign, and tele- and video conference programs, i.e. Zoom .

ABILITY TO: supervise staff; prepare Agency Board agenda packets; analyze and interpret complex legal documents; reason logically and analyze problems of organization and management; analyze administrative problems; independently carry out assignments without detailed instructions; communicate effectively, both orally and in writing (or with audio and visual capacities); operate a computer and standard business software; and maintain confidentiality.

Equal Opportunity Employer
Talantage, LLC is committed to fostering an inclusive and diverse workplace. We are proud to be an Equal Opportunity Employer and consider all qualified applicants without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, age, veteran status, or any other protected status under applicable federal, state, and local laws. #INDHP