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Board Support Specialist (Board Clerk)

Company Central Arizona Project
Location Phoenix, AZ 85024
Update 8 Day ago
300
Purpose
(BOARD EXECUTIVE ASSISTANT / BOARD CLERK)
To provide support to the Board of Directors, Public Affairs Director and coordinate with Public Affairs Management Analyst in planning and executing meetings of the Board of Directors. To support activities related to Board and Committee meetings. To maintain official records of the Board in compliance with Arizona open meeting law, process Board travel and reimbursements, and monitor Board budget.

CAP EMPLOYEE SUCCESS FACTORS: All employees are personally responsible for workplace safety, reliable attendance, and engaging in collaborative team efforts. Employees are expected to foster an environment of mutual respect, integrity and inclusiveness.

Position Responsibilities
ESSENTIAL FUNCTIONS & RESPONSIBILITIES: (Essential Functions are not intended to be an all-inclusive list of responsibilities, duties and tasks. They are basic job duties that an employee holding the position must be able to perform with or without reasonable accommodation.)

1. Assists in the development of the Board and Committee meeting agendas, schedules agenda review meetings, follows up with staff for content and agenda information, and ensure that reports prepared by staff for Board members are accurate and ready for distribution. Prepares and distributes board packets in paper and electronic formats. Oversees and prepares meeting room arrangements and catering needs for meetings. Prepares and posts meeting information to CAP website.

Proofreads Board meeting transcripts, prepare formal minutes for Board meetings.

2. Provides support at all meetings of the Board of Directors (on-site and off-site); identifies and responds to needs of Board Members, Public Affairs Director and staff members. Provides support for Board member miscellaneous requests.

Maintains Board request spreadsheet. In some cases, refers requests to proper staff person and follow-up on responses. Track Boards requests that arise during Board and Committee meetings.

3. Ensures that posting and notification requirements for all Board meetings and activities conform to requirements of CAWCD's bylaws and Arizona's Open Meeting Law. Manage content of Board of Directors website page and live streaming software to provide transparency of CAP operations, including Board meetings, Board policies, Director pages, possible joint appearances of Directors, briefing documents, summary of actions, etc. Communicates with IT department on specific needs for Board web module.

4. Monitors Board of Directors budget. Handles arrangements for registration, accommodations and associated travel for Board members to local, state and national meetings, including collecting receipts and submitting them for travel reimbursement. Reviews, tracks and submits all expense reports/reimbursements for individual board members.

5. Plans, coordinates and executes special events for the Board including hotel or venue selection, budget preparation, contract negotiations, and selection of food and beverages. Supervises meeting functions on-site and act as the primary liaison with meeting venue.

Minimum Knowledge, Skills, & Abilities
1A. REQUIRED MINIMUM QUALIFICATIONS

Education, Knowledge, Training, Skills & Experience:
Associate's degree; OR equivalent combination of education, training and experience (which must include a high school diploma/GED plus an additional two years of related work experience). Education and training may include formal education in courses such as communications, logistics, meeting management, hospitality, contract negotiations, critical thinking, composition, customer service, proofreading and editing.
Three (3) years of experience performing functions related to the essential functions of this position.
Proficiency in the use of word processing software to produce business communications for internal and external use; well developed business communication skills, including grammar, punctuation, spelling and website administration.
Demonstrated advanced skills in meeting and special event planning and execution.
Highly developed organizational, time management and communication skills, as well as awareness and appreciation of political sensitivities associated with a variety of events and guests.
Ability to respond and work effectively in a high-pressure environment requiring flexibility to meet changing demands.

Certifications or Licenses: Must have a valid driver's license and maintain a good driving record.

1B. PREFERRED QUALIFICATIONS
Education, Knowledge, Training, Skills and Experience

Five (5) years of experience in board management, municipal clerk duties, open meeting law and/or staffing elected officials.
Bachelor's Degree.

2. CRITICAL THINKING AND DECISION MAKING

Independence: Works independently with moderate supervision. Assesses the urgency and critical need of broad range of requests, activities, assignments and situations and initiates appropriate action to prioritize work using judgment to determine priorities. Negotiates meeting and special event logistics. Employs judgment and critical thinking in evaluating a wide range of options with respect to geographic location, public access, space requirements, acoustics, catering, room design/layout, signage, sleeping accommodations, access to other events, public perception, budget, etc.

Impact: Decisions and actions directly impact the efficiency and effectiveness or Board events and meetings.

3. INTERPERSONAL COMMUNICATIONS AND CONTACTS

Type: Regularly interacts with elected officials, professionals, Directors, senior and middle management, and all levels of employees within the CAP.

Purpose: The purpose of most contacts is to gather information necessary to develop Board meeting agendas and identify necessary logistical support.

4. SUPERVISORY RESPONSIBILITY
None
Supplemental Information
WORKING CONDITIONS

The physical demands and work environment described here are representative of those that persons in this position will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Essential to this position is corrected or non-corrected vision. Example: must be able to see, read and interpret handwritten and printed documents, correspondence, manuals, office papers, computer screen, etc., including seeing various colors. Must be able to see to operate work equipment.

Also essential to this position is corrected or non-corrected hearing which is necessary for the ability to hear and comprehend voice communications as well as the ability to speak to communicate to individuals on the job. Must be able to hear to operate work equipment.

Physical Demands: The essential job requirements involve sitting, lifting, carrying, pushing and pulling (in any combination thereof) of objects up to 26 pounds and the use of repetitive hand and wrist movements to enter alpha and numeric data into a computer, including the ability to grasp and manipulate work objects.

Work Environment: The majority of work time is spent working inside in either a single-level or upper-level structured office building, which is heated, air-conditioned and smoke-free. Persons in this position may conduct business out of the office, which may require driving a CAP vehicle on improved and unimproved roadways. Outside working conditions are dependent on the weather, which involves extreme heat in the summer (temperatures over 100 degrees) and cold in the winter (temperatures below freezing). Some work visitations may be required at the pumping plants and along the CAP canal. Attendance at off-site Board meetings and other activities of the Board is required. The pumping plants and office structures are heated and cooled. Noise levels are generally minimal; however, they can be excessive for brief periods of time. The person in this position moves about using various conveyances such as an elevator, stairway, and/or walk ramp. Persons in this position may have exposure to flora, fauna and the natural habitat of the desert environment.