VICTOR VALLEY WASTEWATER RECLAMATION AUTHORITY JOB DESCRIPTION TITLE SECRETARY TO THE GM BOARD Effective Date 02 19 09 PAGE 1 Class specifications are intended to present a descriptive lis

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VICTOR VALLEY WASTEWATER RECLAMATION AUTHORITY JOB DESCRIPTION TITLE SECRETARY TO THE GM BOARD Effective Date 02 19 09 PAGE 1 Class specifications are intended to present a descriptive lis Powered By Docstoc
					            VICTOR VALLEY WASTEWATER
              RECLAMATION AUTHORITY                                        Effective Date: 02/19/09
                  JOB DESCRIPTION


     TITLE:          SECRETARY TO THE GM/BOARD
                                                                                             PAGE: 1


Class specifications are intended to present a descriptive list of the range of duties performed by employees
in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Employees in this classification work under general direction; provide a variety of administrative and/or
management support services and perform a wide variety of sometimes complex secretarial duties as
administrative assistant to the General Manager and Board of Commissioners for the Victor Valley
Wastewater Reclamation Authority (VVWRA). This position is distinguished by its advisory/support role
to management and its requirement to customarily and regularly exercise discretion and independent
judgment as opposed to merely applying acquired skills and following routine procedures. Reports to the
Director of Administrative Services.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties
and/or may be required to perform additional or different duties from those set forth below to address
business needs and changing business practices.

1.    Serve as primary contact for Board members; schedule and arrange meetings, travel, conferences
      and/or hearings; initiates agenda and prepares materials; takes, prepares and distributes minutes.
2.    Keep General Manager’s calendar, make appointments independently and assemble background
      material that may be needed.
3.    Make copies and maintain files for General Manager.
4.    Answer a substantial amount of correspondence on own initiative in accordance with general policies
      and procedures or knowledge of the General Manager’s viewpoint.
5.    Operate and perform light maintenance on a variety of office machines including photocopiers,
      personal computers, printers, typewriters and postage machines.
6.    Compile and type statistical reports.
7.    Research, compile and organize information for use by the General Manager in the completion of
      reports, recommendations and special projects.
8.    Prepare reports and special projects for the General Manager’s approval.
9.    Contact other agencies or individuals for additional materials and information as needed for any
      special projects.
10.   Screen incoming correspondence and phone calls, recognizing and expediting priority matters.
11.   Assist in answering telephones as needed.
12.   Perform complex secretarial support functions; take dictation; and type from dictation.
13.   Review material for grammar, content and conformity to format and procedural requirements.
14.   Provide administrative support to other employees as needed.
15.   Maintain a clean and safe work area and adhere to all safety requirements.
16.   Learn and maintain proficiency in computer hardware and software utilized by VVWRA.
17.   Communicate effectively and establish and maintain effective working relationships with others.
18.   Perform complex administrative functions; make recommendations; write procedures.
19.   Perform special projects and prepare reports as directed by General Manager.
20.   Compose a substantial amount of correspondence on the General Manager’s behalf.
              VICTOR VALLEY WASTEWATER
                RECLAMATION AUTHORITY                                    Effective Date: 02/19/09
                    JOB DESCRIPTION


   TITLE:            SECRETARY TO THE GM/BOARD
                                                                                           PAGE: 2


21. Handle highly confidential information regarding controversial issues, individuals and/or projects;
    render confidential assistance to the General Manager as necessary.
22. Monitor agency compliance to The Ralph M. Brown Act (Government Code Sections 54950-54963);
    post public meeting notices.
23. Maintain public records in compliance with the California Public Records Act.
24. Act as Agency Filing Officer and Filing Officer per the Political Reform Act in compliance with the
    Fair Political Practices Commission guidelines and within deadlines established by San Bernardino
    County and CSRMA.
25. Maintain Board related records and files in compliance with Document Retention Policy.
26. Prepare monthly board stipend memos for Board meeting attendance reimbursements.
27. Solely responsible for the preparation and distribution of agenda packages for meetings.
28. Maintain closed session agenda items in a locked file, only assessable by the Secretary to the
    GM/Board.
29. Hand-deliver agenda packages and/or agency checks in excess of $50,000 requiring Board signature.

QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned
within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Clerical principles and practices.

Ability to:

Read and comprehend complex instructions, correspondence, and memos.
Write complex correspondence.
Communicate effectively orally and in writing.
File correspondence and other records according to subject matter or in alphabetical or numerical order.
Type at 80 WMP.
Take and transcribe dictation.
Skill in adding, subtracting, multiplying and dividing in various units of measure, using whole numbers,
common fractions, and decimals.
Skill in applying concepts such as fractions, percentages, ratios and proportions to practical situations.
Skill in using typewriter and personal computer including accounting, spreadsheet and word processing
software.
Sit for long periods of time.
Read, compile, compute and record numerical data.
Frequently use a personal computer for long periods of time.
Use hands and fingers to handle or operate objects, tools, or controls and reach with hands and arms.
Employee is expected to work regular hours of the approved VVWRA alternate work schedule.
           VICTOR VALLEY WASTEWATER
             RECLAMATION AUTHORITY                                         Effective Date: 02/19/09
                 JOB DESCRIPTION


   TITLE:            SECRETARY TO THE GM/BOARD
                                                                                             PAGE: 3


Education and Experience Guidelines - Any combination of education and experience that would likely
provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and
abilities would be:

                                                 Education / Experience
                  Employee must possess at the minimum a high school degree or the equivalent; three
                  years responsible administrative support experience; or equivalent combination of
                  education and experience.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform
the essential functions of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential job functions.

Environment: The work environment may include often working in a moderate noise level environment.
office setting with some travel to various locations.

Physical: Incumbents require sufficient physical ability to work in an office setting; stand or sit for
prolonged periods of time; operate office equipment including use of a computer keyboard; push, pull, lift,
and/or carry light amounts of weight.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer
screens and printed documents; and to operate assigned equipment.

Hearing: Hear in the normal audio range with or without correction.