Board Secretary

Under direction of the General Manager, the Board Secretary directs and administers the Office of the Board Secretary for VTA. The Board Secretary also has management oversight and responsibility over the Records Management and Document Reproduction Unit.

• Directs the Office of the Board Secretary which acts as recording secretaries to the Board of Directors and oversees the process of all official documents going before the Board;
• Represents VTA and the General Manager’s Office at internal/external meetings; coordinates and maintains relationships with Board and Committee Members and VTA constituencies;
• Assists the General Manager and Executive staff with external/internal constituency interactions and maintaining relationships with those constituencies;
• Oversees the document control and reproduction functions for VTA;
• Oversees and participates in plans and policies governing VTA records management and retention programs in accordance with the appropriate regulations;
• Selects, supervises, trains, motivates, assigns, evaluates, counsels, and disciplines the staff of the Office of the Board Secretary, Records Management and Retention, and other subordinate staff;
• Oversees and participates in the development and administration of the Office’s annual budget; approves the forecast of funds needed for staffing, equipment, materials and supplies; approves expenditures and implements budgetary adjustments as appropriate and necessary;
• Directs preparation and publication of Board agendas, notices, minutes of meetings, hearings, appeals, and other matters within the jurisdiction of the Board;
• Performs duties required by law or ordinance as directed by the Board;
• Develops and implements procedures for maintenance of an indexing system for Board minutes and official records such as files and indexes of resolutions, ordinances, contracts, bonds and other official papers;
• Implements quality control over official documents going before the Board and provides policy guidance on methods and requirements to Board Assistants;
• Notifies VTA departments of policy actions on matters referred to them by the Board;
• Researches ordinances, state codes, and other guidelines to determine publication and noticing requirements;
• Establishes and supervises controls on Board documents and correspondence which have expiration dates and follows up on pending matters;
• Answers inquiries from the public, Board members, and officials; composes responses to a variety of inquiries;
• Assures compliance with VTA policies and procedures regarding equal employment opportunity and discrimination and harassment prevention;
• Performs related duties as required.

Sufficient administrative and managerial training and experience in local government legislative process and operations that demonstrates possession of the following knowledge, skills, and abilities.
Development of the required knowledge, skills, and abilities is typically obtained through a combination of training and experience equivalent to graduation from an accredited college or university with a four-year degree in business administration, public administration, or related field; and extensive increasingly responsible experience in a supervisory or management role in a local public jurisdiction or special district, providing support to government officials and maintaining public documents, such as in a City Clerk, Clerk of the Board office, or equivalent.

Knowledge of:
• Principles and practices of management, supervision, training, and performance management;
• Principles and practices of program development and administration;
• Government functions and organization;
• State, federal, and local governing laws and processes;
• Parliamentary procedure; California Right-to-Know Law
• Intergovernmental agency relationships, laws, policies, and procedures;
• Public administration analysis at the political level;
• Functions and jurisdictional limits of advisory bodies and other D84agencies in relation to the VTA Board of Directors;
• Indexing and filing systems, office practices and procedures, data processing, and record keeping systems.
Ability to:
• Plan, manage, organize, and direct the activities and staff of the Office of the Board Secretary, which supports the VTA Board of Directors;
• Take initiative and reason logically; define problem areas, evaluate and recommend alternate solutions to complex issues and problems;
• Work effectively with a wide variety of constituencies including elected officials and community officials;
• Maintain impartiality and objectivity in recording conflicting and controversial viewpoints in discussions of sensitive public issues;
• Read and understand legal and policy requirements pertaining to the VTA, its Board of Directors, and other governing bodies;
• Organize and maintain complex systems of clerical control and indexing;
• Research, evaluate, and install new complex records management systems;
• Take initiative, reason logically, and be creative in developing and introducing new ideas;
• Define problem areas and evaluate, recommend and implement alternative solutions to complex issues and problems;
• Recommend and implement more efficient methods, systems, and formats;
• Comprehend and interpret complex, confusing, and technical discussions;
• Interpret, explain and apply complex regulations, laws, directives, policies, and procedures;
• Coordinate functions and maintain effective working relationships with VTA departments, officials, and the public;
• Prepare and maintain a departmental budget;
• Select, supervise, train, motivate, assign, evaluate, counsel, and discipline staff;
• Communicate clearly and effectively, both orally and in writing;
• Work effectively under pressure and deadlines.