Company:
Chino Fire Dept
Location: Chino Hills
Closing Date: 19/10/2024
Hours: Full Time
Type: Permanent
Job Requirements / Description
Salary : $6,510.40 - $7,910.93 Monthly
Location : Chino Hills, CA
Job Type: Full-Time
Job Number: 2024-08
Department: Administration - Clerk of the Board
Opening Date: 09/30/2024
Closing Date: Continuous
DESCRIPTION
Chino Valley Fire District is accepting applications for the position of Deputy Clerk of the Board. Our Mission is to provide exceptional service while safeguarding the community. As an organization, we do this by hiring employees who seek excellence in everything they do, remain accountable, value the public's trust above all, and continuously seek improvement. We aim for our culture to match our Values of F aithfulness, I ntegrity, R espect, and E xcellence. We welcome you to begin the first steps of joining our fire family with this application process.
Chino Valley Fire District is an equal-opportunity employer and is committed to creating a diverse and inclusive environment.
Position Summary
Under general supervision, the Deputy Clerk of the Board performs and provides direct assistance to the Clerk of the Board in preparation of agendas minutes and follow-up; maintains official documents and records; supervises the District's records management program, records retention program and document imaging program; assists in the nomination process and informs elected officials and district staff of Fair Political Practices Commission (FPPC) filing deadlines; acts as the Clerk of the Board as assigned and performs related duties as required.
Essential Job Functions
The following are the duties performed by employees in this classification, and incumbents may perform some or all of these functions. However, this job specification is intended to identify essential functions and requirements of the job and should not be considered all-inclusive.
• Assist in the preparation and processing of District's agendas, minutes, staff reports resolutions and proclamations.
• Attend meetings, take and prepare minutes, correspondence and staff reports.
• Supervise comprehensive indexing and filing systems of Board actions and directives, including resolutions, ordinances, contracts, etc.
• Prepare, process, distribute and post public notices, bulletins and contracts as required prior to and following meetings to ensure compliance with State and local applicable codes and ordinances, including the Ralph M. Brown Act.
• Administer Oaths of Office as needed.
• Conduct research and compile information for the preparation of reports and related documents.
• Make travel arrangements and produces and maintain travel itineraries.
• Reviews, sorts and distributes incoming mail in accordance with standard procedures.
• Respond and interpret inquiries from the public and staff regarding District programs, policies and procedures, activities, and other matters requiring an in-depth knowledge of the District.
• Assist in budget preparation by compiling and processing budget related documents; and monitor expenses and/or revenues.
• Serve as the Acting Clerk of the Board and assume duties and responsibilities of the Clerk of the Board in his/her absence.
• Assist in accepting and processing claims, lawsuits and subpoenas.
• Supervise the District's Records Management Program and Document Imaging Program and provide training to staff.
• Research and make recommendations on appropriate technology for the department.
• Serve as project supervisor for implementation and training on new software applications in the department.
• Assist in the development and implementation of goals and objectives for the department.
• Supervise the implementation of the records retention policy and provide training to staff.
• Assist the Clerk of the Board by assuming responsibility for coordination of office operations and performing official duties as necessary.
• Coordinate and participate in records research and document certification.
• Participate in the selection process of professional and clerical staff and provide or coordinate staff training.
• Perform a variety of clerical tasks including typing, proofreading, filing, and editing.
• Establish and/or maintain tracking logs, files, filing systems, and record keeping procedures.
• Operate a variety of office equipment including computers and supporting software.
• Prepare, sort, file, and/or processes a variety of documents and records according to established procedures.
• Schedule and make necessary arrangements for meetings; schedule appointments; create and maintain calendars.
• May provide the issuance of nomination filing papers and informs elected officials and district staff of FPPC filing dates.
• Performs related duties as assigned.
QUALIFICATIONS
Knowledge of:
Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. A typical example includes:
• Principles of records management.
• The Ralph M. Brown Act and the Public Records Act.
• Fair Political Practices Commission procedures and regulations.
• District activities and the responsibilities of a Clerk of the Board Office.
• Data processing systems/applications.
• Modern office methods and procedures.
• Principles of records management.
• Methods and techniques of developing and implementing filing systems.
• Methods and techniques of collecting and compiling data and information.
• Reception techniques and telephone etiquette.
• Operational characteristics of a variety of office equipment.
• Principles of lead supervision and training.
• Clear and effective writing techniques including correct English usage, grammar, spelling, vocabulary and punctuation.
Ability to:
• Supervise staff; including hiring, training and handling disciplinary actions as needed.
• Understand the organization and operation of the Clerk of the Board Office.
• Coordinate the activities of the Office of the Clerk of the Board.
• Provide information and organize material in conformance with policies and regulations.
• Understand, explain and apply policies and procedures.
• Assist in maintaining complex records, summarize written material and interpret a variety of documents, contracts and ordinances.
• Read and understand various District ordinances.
• Deal tactfully and courteously with internal and external customers.
• Assist with coordinating the activities of the Clerk of the Board department.
• Provide information and organize materials in conformance with policies and regulations.
• Understand, explain, and apply policies and procedures.
• Understand and follow verbal and written directions.
• Accurately maintain complex records, summarize written materials, and interpret a variety of documents, contracts, and ordinances.
• Perform varied clerical work requiring independent judgment.
• Prepare a variety of documents requiring specialized typing and/or use of Microsoft computer software programs such as Word, Excel, PowerPoint and Access.
• Operate a variety of office equipment.
• Type at a speed necessary for the successful performance of duties, preferably at a rate of 60 net words per minute.
• Learn, interpret, explain, and appropriately apply District policies and procedures.
• Communicate effectively both orally and in writing and understand and follow oral and written instructions.
• Establish and maintain cooperative working relationships with those contacted in the course of work, including District officials, District staff and the public.
• Act as liaison between Clerk of the Board and other staff, transmitting messages and requests as needed.
• Use good judgment in handling highly sensitive and/or confidential matters with discretion and maintain the privacy of such information.
• Work and act independently, including organizing and implementing projects with minimal instruction in accordance with established policies and procedures.
• Conduct research and gather data.
• Plan and coordinate.
• Prepare and maintain accurate reports and records.
• Anticipate and analyze problems and identify solutions.
Education:
• Equivalent to completion of High School supplemented by college-level coursework in secretarial science, typing and/or office management.
• Possess and maintain a Class C California driver's license and satisfactory driving record.
Experience:
• Five years of increasingly responsible experience in a City Clerk's Office or Clerk of the Board Office of a special district, municipal government, or other public agency with an emphasis on records management is required.
• Working knowledge of the Public Records Act.
Possession of:
• Possession of an International Institute of Municipal Clerks designation as Certified Municipal Clerk (CMC) preferred
• Active CA Notary Public Commission (desirable)
APPLICATION PROCESS
Please scan and upload all related certifications (i.e. driver's license, certifications, resume etc.) with your application form prior to submission.
Cover Letter and Resume is required.
Please be advised that failure to attach the required certifications to your application-regardless of whether you have listed them on your resume or application form -will result in the assumption that you do not possess the certifications. Incomplete applications lacking the necessary documentation will not be considered for further review.
Ensure all relevant certifications are uploaded before submitting your application. Thank you for your attention to this critical requirement.
Applicants are also expected to review and be in compliance with the District's . (click to review)
We will be holding continuous recruitment for this position until we determine that a strong applicant pool has been established.
The first application review date will be conducted on October 17, 2024.
SELECTION PROCESS
May include the following:
Application Appraisal, Written Examination, Practical Examination, Panel Interview, Background Investigation, Reference Check, and Physical Examination including Drug Screen.
Tentative Testing/Interview Dates:
Week of November 4th
Week of November 18th
CHINO VALLEY FIRE DISTRICT CONFIDENTIAL EMPLOYEE BENEFITS SUMMARY
Effective: July 2023
RETIREMENT
CalPERS Retirement for Classic Members hired before January 1, 2013
2.5% @ 55
Social Security Coverage
No
CalPERS Retirement for New Members hired after January 1, 2013
2% @ 62
'59 Survivors Benefit
Yes
BENEFITS
Cafeteria Benefits
(District Paid Health Allowance)The District shall provide up to $1,565 per month for each employee hired to offset the actual cost of health, dental, vision and/or qualifying life insurance in accordance with Government Code 53200.
Medical PlansHMO or PPO plans provided through CalPERS include:
Life Insurance (District Paid)
Base Life Insurance $350,000
Accidental Death/Dismemberment $100,000
Employee Assistance Plan (District Paid)
Employees and eligible dependents are covered by an Employee Assistance Plan for confidential/crisis help and intervention. These services are administered through The Counseling Team.
Longevity Pay
Employees covered by this Agreement will receive an increase in base pay on certain anniversary dates. The increases and the anniversary dates are:
10th Anniversary Date 2.5%
15th Anniversary Date 2.5%
20th Anniversary Date 2.5%
25th Anniversary Date 2.5%
Deferred Compensation (Employer Paid)
Five hundred dollars ($500) per month is contributed by the District on behalf of the employee to a 401(a) plan. (Resolution No. 2018-04)
OPTIONAL BENEFITS
Tuition Reimbursement
Reimbursement must be paid back in full if employee voluntarily separates from employment with the District within two years of receipt of funding.
The District will allocate up to two thousand and five hundred dollars ($2,500) per fiscal year for tuition reimbursement for each employee in the Confidential group.
Deferred Compensation Plans (Employee Paid)
The District offers Deferred Compensation through the provider Nationwide.
Education Pay
Employees that possess an AA degree in a job related field, as determined by the Fire Chief, shall receive $100/month.
Employees that possess a BA/BS degree in a job related field, as determined by the Fire Chief, shall receive $200/month.
Direct Deposit
The District offers the option of Direct Deposits to all employees.
Dependent Care Flex Spending
The District offers employees the option of contributing on a pre-tax basis to a Dependent Care Flex Spending account.
Health Flex Spending
The District offers employees the option of contributing on a pre-tax basis to a health care flex spending account.
LEAVE BENEFITS
Annual Leave Cash Out
Employees may elect bi-annually to receive compensation
for accrued vacation leave at the employee's current base rate in cash and/or directed to a District 457 Plan.
Sick Leave
Employees in regular positions shall accrue sick leave for each payroll period completed, prorated on the basis of 96 hours per year, or 3.69 hours per pay period.
Holiday
The holidays listed below are observed by all confidential employees. Whenever a fixed holiday falls on an employee's regularly scheduled day off, the employee shall accrue holiday hours at a rate consistent with their assigned work schedule.
New Year's Day
Martin Luther King Day President's Day Memorial Day Independence Day Labor Day
Veterans Day Thanksgiving Day
Day after Thanksgiving Christmas Eve Christmas Day
New Year's Eve
One Floating Holiday
Additional 1 day for Confidential Employees
01
I acknowledge I have read the job description and can perform the essential functions of the job for which I am applying.
02
Do you possess a valid California Driver's License?
03
Are you now, or have you in the past, been employed by any of the following agencies (check all that apply):
04
Do you have the experience in performing complex administrative duties working in a Clerk of the Board or City Clerk office, or similar agency, interacting with elected officials and executive staff?
05
Please select the years of experience you possess providing administrative support to a Board of Directors, City Council, Commission, or other government body:
06
Please describe your experience performing complex administrative duties working in a Clerk of the Board or City Clerk office, or similar agency. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
07
Please select the certificate(s) you possess (check all the apply):
08
Please provide the name, relationship, and contact number of three professional references.
09
This is a reminder to attach all required documents. Incomplete applications lacking the necessary documentation will not be considered for further review.If you have attached all required documents, please type the word "Complete" below.
Required Question
Location : Chino Hills, CA
Job Type: Full-Time
Job Number: 2024-08
Department: Administration - Clerk of the Board
Opening Date: 09/30/2024
Closing Date: Continuous
DESCRIPTION
Chino Valley Fire District is accepting applications for the position of Deputy Clerk of the Board. Our Mission is to provide exceptional service while safeguarding the community. As an organization, we do this by hiring employees who seek excellence in everything they do, remain accountable, value the public's trust above all, and continuously seek improvement. We aim for our culture to match our Values of F aithfulness, I ntegrity, R espect, and E xcellence. We welcome you to begin the first steps of joining our fire family with this application process.
Chino Valley Fire District is an equal-opportunity employer and is committed to creating a diverse and inclusive environment.
Position Summary
Under general supervision, the Deputy Clerk of the Board performs and provides direct assistance to the Clerk of the Board in preparation of agendas minutes and follow-up; maintains official documents and records; supervises the District's records management program, records retention program and document imaging program; assists in the nomination process and informs elected officials and district staff of Fair Political Practices Commission (FPPC) filing deadlines; acts as the Clerk of the Board as assigned and performs related duties as required.
Essential Job Functions
The following are the duties performed by employees in this classification, and incumbents may perform some or all of these functions. However, this job specification is intended to identify essential functions and requirements of the job and should not be considered all-inclusive.
• Assist in the preparation and processing of District's agendas, minutes, staff reports resolutions and proclamations.
• Attend meetings, take and prepare minutes, correspondence and staff reports.
• Supervise comprehensive indexing and filing systems of Board actions and directives, including resolutions, ordinances, contracts, etc.
• Prepare, process, distribute and post public notices, bulletins and contracts as required prior to and following meetings to ensure compliance with State and local applicable codes and ordinances, including the Ralph M. Brown Act.
• Administer Oaths of Office as needed.
• Conduct research and compile information for the preparation of reports and related documents.
• Make travel arrangements and produces and maintain travel itineraries.
• Reviews, sorts and distributes incoming mail in accordance with standard procedures.
• Respond and interpret inquiries from the public and staff regarding District programs, policies and procedures, activities, and other matters requiring an in-depth knowledge of the District.
• Assist in budget preparation by compiling and processing budget related documents; and monitor expenses and/or revenues.
• Serve as the Acting Clerk of the Board and assume duties and responsibilities of the Clerk of the Board in his/her absence.
• Assist in accepting and processing claims, lawsuits and subpoenas.
• Supervise the District's Records Management Program and Document Imaging Program and provide training to staff.
• Research and make recommendations on appropriate technology for the department.
• Serve as project supervisor for implementation and training on new software applications in the department.
• Assist in the development and implementation of goals and objectives for the department.
• Supervise the implementation of the records retention policy and provide training to staff.
• Assist the Clerk of the Board by assuming responsibility for coordination of office operations and performing official duties as necessary.
• Coordinate and participate in records research and document certification.
• Participate in the selection process of professional and clerical staff and provide or coordinate staff training.
• Perform a variety of clerical tasks including typing, proofreading, filing, and editing.
• Establish and/or maintain tracking logs, files, filing systems, and record keeping procedures.
• Operate a variety of office equipment including computers and supporting software.
• Prepare, sort, file, and/or processes a variety of documents and records according to established procedures.
• Schedule and make necessary arrangements for meetings; schedule appointments; create and maintain calendars.
• May provide the issuance of nomination filing papers and informs elected officials and district staff of FPPC filing dates.
• Performs related duties as assigned.
QUALIFICATIONS
Knowledge of:
Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. A typical example includes:
• Principles of records management.
• The Ralph M. Brown Act and the Public Records Act.
• Fair Political Practices Commission procedures and regulations.
• District activities and the responsibilities of a Clerk of the Board Office.
• Data processing systems/applications.
• Modern office methods and procedures.
• Principles of records management.
• Methods and techniques of developing and implementing filing systems.
• Methods and techniques of collecting and compiling data and information.
• Reception techniques and telephone etiquette.
• Operational characteristics of a variety of office equipment.
• Principles of lead supervision and training.
• Clear and effective writing techniques including correct English usage, grammar, spelling, vocabulary and punctuation.
Ability to:
• Supervise staff; including hiring, training and handling disciplinary actions as needed.
• Understand the organization and operation of the Clerk of the Board Office.
• Coordinate the activities of the Office of the Clerk of the Board.
• Provide information and organize material in conformance with policies and regulations.
• Understand, explain and apply policies and procedures.
• Assist in maintaining complex records, summarize written material and interpret a variety of documents, contracts and ordinances.
• Read and understand various District ordinances.
• Deal tactfully and courteously with internal and external customers.
• Assist with coordinating the activities of the Clerk of the Board department.
• Provide information and organize materials in conformance with policies and regulations.
• Understand, explain, and apply policies and procedures.
• Understand and follow verbal and written directions.
• Accurately maintain complex records, summarize written materials, and interpret a variety of documents, contracts, and ordinances.
• Perform varied clerical work requiring independent judgment.
• Prepare a variety of documents requiring specialized typing and/or use of Microsoft computer software programs such as Word, Excel, PowerPoint and Access.
• Operate a variety of office equipment.
• Type at a speed necessary for the successful performance of duties, preferably at a rate of 60 net words per minute.
• Learn, interpret, explain, and appropriately apply District policies and procedures.
• Communicate effectively both orally and in writing and understand and follow oral and written instructions.
• Establish and maintain cooperative working relationships with those contacted in the course of work, including District officials, District staff and the public.
• Act as liaison between Clerk of the Board and other staff, transmitting messages and requests as needed.
• Use good judgment in handling highly sensitive and/or confidential matters with discretion and maintain the privacy of such information.
• Work and act independently, including organizing and implementing projects with minimal instruction in accordance with established policies and procedures.
• Conduct research and gather data.
• Plan and coordinate.
• Prepare and maintain accurate reports and records.
• Anticipate and analyze problems and identify solutions.
Education:
• Equivalent to completion of High School supplemented by college-level coursework in secretarial science, typing and/or office management.
• Possess and maintain a Class C California driver's license and satisfactory driving record.
Experience:
• Five years of increasingly responsible experience in a City Clerk's Office or Clerk of the Board Office of a special district, municipal government, or other public agency with an emphasis on records management is required.
• Working knowledge of the Public Records Act.
Possession of:
• Possession of an International Institute of Municipal Clerks designation as Certified Municipal Clerk (CMC) preferred
• Active CA Notary Public Commission (desirable)
APPLICATION PROCESS
Please scan and upload all related certifications (i.e. driver's license, certifications, resume etc.) with your application form prior to submission.
Cover Letter and Resume is required.
Please be advised that failure to attach the required certifications to your application-regardless of whether you have listed them on your resume or application form -will result in the assumption that you do not possess the certifications. Incomplete applications lacking the necessary documentation will not be considered for further review.
Ensure all relevant certifications are uploaded before submitting your application. Thank you for your attention to this critical requirement.
Applicants are also expected to review and be in compliance with the District's . (click to review)
We will be holding continuous recruitment for this position until we determine that a strong applicant pool has been established.
The first application review date will be conducted on October 17, 2024.
SELECTION PROCESS
May include the following:
Application Appraisal, Written Examination, Practical Examination, Panel Interview, Background Investigation, Reference Check, and Physical Examination including Drug Screen.
Tentative Testing/Interview Dates:
Week of November 4th
Week of November 18th
CHINO VALLEY FIRE DISTRICT CONFIDENTIAL EMPLOYEE BENEFITS SUMMARY
Effective: July 2023
RETIREMENT
CalPERS Retirement for Classic Members hired before January 1, 2013
2.5% @ 55
Social Security Coverage
No
CalPERS Retirement for New Members hired after January 1, 2013
2% @ 62
'59 Survivors Benefit
Yes
BENEFITS
Cafeteria Benefits
(District Paid Health Allowance)The District shall provide up to $1,565 per month for each employee hired to offset the actual cost of health, dental, vision and/or qualifying life insurance in accordance with Government Code 53200.
Medical PlansHMO or PPO plans provided through CalPERS include:
- Anthem Select HMO
- Anthem Traditional HMO
- Blue Shield Access+
- Health Net Salud y Mas
- Health Net Smart Care
- Kaiser (CA)
- PERS Gold
- PERS Platinum
- PORAC
- United HealthCare
- United Signature Harmony
Life Insurance (District Paid)
Base Life Insurance $350,000
Accidental Death/Dismemberment $100,000
Employee Assistance Plan (District Paid)
Employees and eligible dependents are covered by an Employee Assistance Plan for confidential/crisis help and intervention. These services are administered through The Counseling Team.
Longevity Pay
Employees covered by this Agreement will receive an increase in base pay on certain anniversary dates. The increases and the anniversary dates are:
10th Anniversary Date 2.5%
15th Anniversary Date 2.5%
20th Anniversary Date 2.5%
25th Anniversary Date 2.5%
Deferred Compensation (Employer Paid)
Five hundred dollars ($500) per month is contributed by the District on behalf of the employee to a 401(a) plan. (Resolution No. 2018-04)
OPTIONAL BENEFITS
Tuition Reimbursement
Reimbursement must be paid back in full if employee voluntarily separates from employment with the District within two years of receipt of funding.
The District will allocate up to two thousand and five hundred dollars ($2,500) per fiscal year for tuition reimbursement for each employee in the Confidential group.
Deferred Compensation Plans (Employee Paid)
The District offers Deferred Compensation through the provider Nationwide.
Education Pay
Employees that possess an AA degree in a job related field, as determined by the Fire Chief, shall receive $100/month.
Employees that possess a BA/BS degree in a job related field, as determined by the Fire Chief, shall receive $200/month.
Direct Deposit
The District offers the option of Direct Deposits to all employees.
Dependent Care Flex Spending
The District offers employees the option of contributing on a pre-tax basis to a Dependent Care Flex Spending account.
Health Flex Spending
The District offers employees the option of contributing on a pre-tax basis to a health care flex spending account.
LEAVE BENEFITS
Annual Leave Cash Out
Employees may elect bi-annually to receive compensation
for accrued vacation leave at the employee's current base rate in cash and/or directed to a District 457 Plan.
Sick Leave
Employees in regular positions shall accrue sick leave for each payroll period completed, prorated on the basis of 96 hours per year, or 3.69 hours per pay period.
Holiday
The holidays listed below are observed by all confidential employees. Whenever a fixed holiday falls on an employee's regularly scheduled day off, the employee shall accrue holiday hours at a rate consistent with their assigned work schedule.
New Year's Day
Martin Luther King Day President's Day Memorial Day Independence Day Labor Day
Veterans Day Thanksgiving Day
Day after Thanksgiving Christmas Eve Christmas Day
New Year's Eve
One Floating Holiday
Additional 1 day for Confidential Employees
01
I acknowledge I have read the job description and can perform the essential functions of the job for which I am applying.
- Yes
- No
02
Do you possess a valid California Driver's License?
- Yes
- No
03
Are you now, or have you in the past, been employed by any of the following agencies (check all that apply):
- Municipality (City)
- County
- School District
- Special District
- Other Public Agency
- I have not been employed by any of the above agencies.
04
Do you have the experience in performing complex administrative duties working in a Clerk of the Board or City Clerk office, or similar agency, interacting with elected officials and executive staff?
- Yes
- No
05
Please select the years of experience you possess providing administrative support to a Board of Directors, City Council, Commission, or other government body:
- Less than one year
- Two to four years
- Over five years
06
Please describe your experience performing complex administrative duties working in a Clerk of the Board or City Clerk office, or similar agency. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
07
Please select the certificate(s) you possess (check all the apply):
- Certified Municipal Clerk (CMC) certification from the International Institute of Municipal Clerks
- Certified Master Municipal Clerk (MMC) certification from the International Institute of Municipal Clerks
- Commissioned as a Notary Public in California
- None of the above
08
Please provide the name, relationship, and contact number of three professional references.
09
This is a reminder to attach all required documents. Incomplete applications lacking the necessary documentation will not be considered for further review.If you have attached all required documents, please type the word "Complete" below.
Required Question
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Chino Fire Dept