BOARD SECRETARY

About Metro

Job Summary
Administers the overall function of the Board Secretary's Office to provide efficient professional, administrative and legal services to support the Board of Directors in accordance with the CEO′s vision and internal controls; ensures that the Board is well informed and that its activities are well documented; and serves as Custodian of Records and Agent for Service of Process for Metro and its employees

Minimum Qualifications
A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes
Education

• Bachelor′s Degree in Public Administration, Business Administration, Political Science, or related field

Experience

• Five or more years of experience maintaining official public records for elected/appointed Board of Directors or public officials with increased responsibility over time, requiring at least one year of management experience in area of assignment; Bachelor's Degree in relevant field may substitute for two years of non-management level experience Certifications/Licenses
  • None required Special Conditions The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions. Working Conditions
  • Normal office situation
  • Close exposure to computer monitors and video screen
  • Work irregular hours, split shifts, weekends, holidays, or 24-hour-a-day on-call assignments Physical Effort Required
  • Sitting at a desk or table
  • Operate a telephone or other telecommunications device and communicate through the medium
  • Type and use a keyboard and mouse to perform necessary computer-based functions
  • Standing
  • Walking (distance 5′ to 100′)
  • Repetitive motion (e.g., typing, calculator, stapling, stamping, filing, sorting, operating equipment, writing)
  • Communicating through speech in the English language required
  • Good hearing
  • Good close vision to read typed or hand-written material
  • Understand, remember and apply verbal and/or written information
  • Organize thoughts and ideas into understandable terminology and to complete tasks
  • Communicate, exchange and/or explain information
  • Count, compute, analyze and/or interpret numerical data
  • Make decisions that have an impact on the individual′s work and/or others
  • Conduct research, analyze data and/or document findings
  • Prioritize and manage workload
  • Control one′s own emotional reactions (e.g., frustration) Disclaimer This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements.
  
  Certification/Licenses
  tion Authority Job Specification Job Title BOARD SECRETARY HRIS Title BOARD SECRETARY Date Revised 2/22/2019 Job Function Board of Directors Date Originated 8/18/1994 Job Group Non-Contract FLSA Status Exempt Job Class Code 4210 Pay Grade H1O Job Summary Administers the overall function of the Board Secretary's Office to provide efficient professional, administrative and legal services to support the Board of Directors in accordance with the CEO′s vision and internal controls; ensures that the Board is well informed and that its activities are well documented; and serves as Custodian of Records and Agent for Service of Process for Metro and its employees Job Duties & Responsibilities 1. Directs preparation and distribution of official notices, agendas, recommendations and other materials for meetings/public hearings of Board of Directors and its committees 2. Directs, plans and organizes activities of the Board Secretary's Office to ensure administrative support and special services are provided for the Board in an efficient and effective manner; maintains the Board's rules and procedures, and appointments made by the Board Chair 3. Oversees preparation of meeting minutes for the Board of Directors and its committees 4. Provides policy direction to assigned staff, directs the establishment of goals and major priorities, and advises on the development of strategies and resolutions of major problems 5. Accepts legal service for Metro and its employees in the role of Agent for Service of Process 6. Represents Metro in official communications with public agencies and the business community and in courts of law serves as Custodian of Records 7. Ensures maintenance and security of Metro records and Metro seal 8. Certifies various official documents for Metro 9. Prepares and administers departmental and Board of Directors' budget; approves Director expenses and stipend payments, and travel and expense reports 10. Monitors activities of and provides guidance to assigned staff to ensure conformance with goals and objectives of reporting unit, encourage open communication, and eliminate impediments to peak performance 11. Communicates and implements safety rules, policies and procedures in support of the agency's safety vision and goals; and maintains accountability for the safety performance of all subordinate employees 12. Contributes to ensuring that the EEO policies and programs of Metro are carried out May be required to perform other related job duties Essential Knowledge, Skills and Abilities
  Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks) 1. Theories, principles and practices of corporate secretary administration 2. Rules and procedures for public agency notices, minutes, reports and agendas 3. Applicable local, state and federal laws, rules and regulations 4. Budgeting principles 5. Modern management theory

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things) 1. Planning, organizing, and managing the work of a public agency corporate secretary's office 2. Communicating effectively orally and in writing 3. Operating personal computers and general office equipment 4. Interacting professionally with various levels of Metro employees, outside representatives and elected officials 5. Preparing comprehensive reports and correspondence 6. Exercising sound judgement and creativity in making decisions 7. Supervising, training and motivating subordinate staff
Ability to (defined as a present competence to perform an observable behavior or produce an observable result) 1. Meet time constraints and deadlines 2. Understand, interpret and apply relevant laws, rules, regulations, policies, procedures, contracts and budgets 3. Handle highly confidential information 4. Think and act independently 5. Listen carefully, determine what is important and be able to quickly and accurately record it 6. Represent Metro before elected officials and the public 7. Analyze situations, identify problems, recommend solutions, and evaluate outcome 8. Make financial decisions within a budget 9. Plan financial and staffing needs 10. Read, write, speak, and understand English Minimum Qualifications A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes Education

• Bachelor′s Degree in Public Administration, Business Administration, Political Science, or related field Experience
  • Five or more years of experience maintaining official public records for elected/appointed Board of Directors or public officials with increased responsibility over time, requiring at least one year of management experience in area of assignment; Bachelor's Degree in relevant field may substitute for two years of non-management level experience Certifications/Licenses
    • None required
      
      Preferred Qualifications
      
      Example of Duties
      1. Directs preparation and distribution of official notices, agendas, recommendations and other materials for meetings/public hearings of Board of Directors and its committees 2. Directs, plans and organizes activities of the Board Secretary's Office to ensure administrative support and special services are provided for the Board in an efficient and effective manner; maintains the Board's rules and procedures, and appointments made by the Board Chair 3. Oversees preparation of meeting minutes for the Board of Directors and its committees 4. Provides policy direction to assigned staff, directs the establishment of goals and major priorities, and advises on the development of strategies and resolutions of major problems 5. Accepts legal service for Metro and its employees in the role of Agent for Service of Process 6. Represents Metro in official communications with public agencies and the business community and in courts of law serves as Custodian of Records 7. Ensures maintenance and security of Metro records and Metro seal 8. Certifies various official documents for Metro 9. Prepares and administers departmental and Board of Directors' budget; approves Director expenses and stipend payments, and travel and expense reports 10. Monitors activities of and provides guidance to assigned staff to ensure conformance with goals and objectives of reporting unit, encourage open communication, and eliminate impediments to peak performance 11. Communicates and implements safety rules, policies and procedures in support of the agency's safety vision and goals; and maintains accountability for the safety performance of all subordinate employees 12. Contributes to ensuring that the EEO policies and programs of Metro are carried out May be required to perform other related job duties
      
      
      Knowledge and Abilities
      Essential Knowledge, Skills and Abilities
      Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks) 1. Theories, principles and practices of corporate secretary administration 2. Rules and procedures for public agency notices, minutes, reports and agendas 3. Applicable local, state and federal laws, rules and regulations 4. Budgeting principles 5. Modern management theory
    
    Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things) 1. Planning, organizing, and managing the work of a public agency corporate secretary's office 2. Communicating effectively orally and in writing 3. Operating personal computers and general office equipment 4. Interacting professionally with various levels of Metro employees, outside representatives and elected officials 5. Preparing comprehensive reports and correspondence 6. Exercising sound judgement and creativity in making decisions 7. Supervising, training and motivating subordinate staff
  
  Ability to (defined as a present competence to perform an observable behavior or produce an observable result) 1. Meet time constraints and deadlines 2. Understand, interpret and apply relevant laws, rules, regulations, policies, procedures, contracts and budgets 3. Handle highly confidential information 4. Think and act independently 5. Listen carefully, determine what is important and be able to quickly and accurately record it 6. Represent Metro before elected officials and the public 7. Analyze situations, identify problems, recommend solutions, and evaluate outcome 8. Make financial decisions within a budget 9. Plan financial and staffing needs 10. Read, write, speak, and understand English
  Special Conditions
  The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.
  Working Conditions
  

• Normal office situation

• Close exposure to computer monitors and video screen

• Work irregular hours, split shifts, weekends, holidays, or 24-hour-a-day on-call assignments

Physical Effort Required

• Sitting at a desk or table

• Operate a telephone or other telecommunications device and communicate through the medium

• Type and use a keyboard and mouse to perform necessary computer-based functions

• Standing

• Walking (distance 5′ to 100′)

• Repetitive motion (e.g., typing, calculator, stapling, stamping, filing, sorting, operating equipment, writing)

• Communicating through speech in the English language required

• Good hearing

• Good close vision to read typed or hand-written material

• Understand, remember and apply verbal and/or written information

• Organize thoughts and ideas into understandable terminology and to complete tasks

• Communicate, exchange and/or explain information

• Count, compute, analyze and/or interpret numerical data

• Make decisions that have an impact on the individual′s work and/or others

• Conduct research, analyze data and/or document findings

• Prioritize and manage workload

• Control one′s own emotional reactions (e.g., frustration)