Board, Governance, and Policy Assistant
The Lake Tahoe Community College (LTCC) District announces an opportunity to work closely with the District Superintendent/President and Board of Trustees (Board) as the Board, Governance, and Policy Assistant. The Superintendent/President and Board Goals for Academic Year 2018-19 highlight new and continued initiatives. These seven goals describe the District's advancement towards Guided Pathways, Strategic Enrollment Management, the launch and expansion of the Lake Tahoe College Promise, advocacy and development efforts, student and workforce housing services, and the District's continuous improvement on multiple areas and will require oversight as they move through proper governance channels. The Board, Governance, and Policy Assistant, a confidential position, will perform a variety of complex duties to ensure compliance with the Ralph M. Brown Act and LTCC's Governing Board policies and procedures.
The Ralph M. Brown Act (California Government Code 54950 et seq.), is an act of the California State Legislature that guarantees the public's right to attend and participate in meetings of local legislative bodies. LTCC has several governance councils that require Brown Act compliance, which requires extensive attention to timelines and subject matter details. This position will be the point person for developing many of these Brown Act required agendas and meeting materials.
This position will serve as an assistant to the Board of Trustees, assisting with travel and conference plans, correspondence, and communications to and from the Board. This position will also be an assistant to the Institutional Effectiveness Council (IEC), Community Play Consortium (CPC) Joint Powers Authority, the Measure F Citizen's Oversight Committee (COC) meetings, and will assist the administration in submitting agenda items to the Academic Senate and the LTCC Foundation. Board, Governance, and Policy Assistant will be the lead in the transition and continued upkeep of board policies and procedures to the Community College League of California recommended numbering system for Board Policy and Administrative Procedures. In addition, this position has been identified as a confidential classification and will be charged with coordinating privileged/confidential information applicable to the Board agenda for Closed Session including negotiations, employee files, grievances, lawsuits and other legal matters consistent with Brown Act compliance.
This is a 40 hour per week and 12 month per year position, with evening and weekend responsibilities as needed. This position is non-exempt from overtime compensation. Please see the position description for complete requirements and duties.
LTCC reserves the right to reopen the position or extend the deadline if an adequate applicant pool is not received. After reviewing applications, those applicants judged most suitable for the position will be invited to initial interviews. These applicants will be notified by phone on or about January 23, 2019. First-round interviews are tentatively scheduled for January 31, 2019. Meeting the minimum requirements does not guarantee an interview.
PREFERRED START DATE:
Under the general direction of the Superintendent/President, the Board, Governance, and Policy Assistant (Assistant) performs a variety of complex administrative and confidential duties for the District. The Assistant is responsible for planning, coordinating and performing a wide variety of secretarial and administrative functions to ensure that Governance agendas, minutes, and policies are thoroughly presented and maintained in compliance with the Ralph M. Brown Act and Governing Board policies and procedures.
- Assist with complex administrative matters, including support for the Superintendent/President on behalf of the Board of Trustees. Duties include the ability to operate independently without specific direction but are not limited to office assistance, secretarial, communications, agenda preparation and dissemination, meetings, and official proceedings.
- Attend regular and special Board meetings and perform various secretarial duties for the Board; under direction of the Superintendent/President, coordinate and prepare agendas and supporting materials; place materials on college website, places newspaper ads, and posts agendas for public access; record and document actions; prepare, review and distribute meeting minutes; maintain official record of Board minutes including supplementary materials.
- Attend regular and special meetings of assigned councils/committees including but not limited to the Institutional Effectiveness Council (IEC), Community Play Consortium (CPC) Joint Powers Authority, and the Measure F Citizen’s Oversight Committee (COC); coordinate and prepare agendas and supporting materials; coordinate schedules with partners (e.g. City of South Lake Tahoe); place materials on college website, place newspaper ads, and posts agendas for public access; record and document actions; prepare, review and distribute meeting minutes; and maintain official record of minutes including supplementary materials.
- Maintain and update the District’s policy and procedure manual and act as a major source of information regarding the District’s policies and procedures. Serve as the point of contact for District departments for assistance and research on new Board Policy and updates as required by law; manage the movement of policy through shared governance; update LTCC website and meeting & board management software (BoardDocs) as policy and procedure is approved; attend conferences related to best practices in policy development; review and maintain the District’s policy of regular review of policy and procedure.
- Deals with and coordinates privileged/confidential information applicable to the Board agenda or for Closed Session: employee files, grievances, lawsuits and other legal matters consistent with Brown Act compliance.
- Supports Superintendent/President, Vice Presidents, and Director of Human Resources in developing and presenting management positions with respect to employer-employee relations.
- Access and maintain confidential information that is used to contribute significantly to the development of management positions with respect to employer-employee relations.
- Assists and aids Superintendent/President, Vice Presidents, and Director of Human Resources in the processes of employee grievances and other disputes with regard to employee relations.
- Coordinates all of the logistical details associated with meeting arrangements including assisting with meeting set-up.
- Process Board-related administrative details not requiring the immediate attention of the Superintendent/President.
- Manage and assist with the scheduling of Board participation in District Advisory Committees.
- Attend and participate in a variety of administrative and District committee meetings as Board-related; prepare and distribute agendas if required; take and transcribe notes; prepare minutes for review.
- Ensure full Ralph M. Brown Act compliance when applicable by law and District policies.
- Assists in the development and maintenance of training and support materials for the Board as needed.
- Compose Board-related correspondence and memos independently on a variety of matters; compile and prepare various letters, reports and statistical data, resolutions, manuals and final reports as directed.
- Prepares and/or checks and reviews Board reports, records and other material for accuracy, completeness and conformity with established standards and regulations.
- Completes forms, makes travel arrangements, and provides support for Board travel.
- Coordinates as needed Board election information, compliance, and assistance.
- Assist with special Board and College events and ceremonies, on campus and in the District; assists with communication to the Board
- Provides backup support for the Executive Assistant to the Superintendent/President in the event of an absence or unusual circumstance.
- Take minutes and support the District in negotiations as needed.
- Maintains a thorough working knowledge of the overall operation of the office; maintains Board mailing lists and directories, initiates and maintains files of correspondence; maintains historical records.
- Works with outside contacts, state, county and city officials, chancellor’s office, Legislative officials, community relations and collective bargaining as related to the Board of Trustees.
- Performs related duties as assigned including covering all support tasks performed in the office of the Superintendent/President, when needed.
Education and Experience:
An associate’s degree plus three (3) years of work experience in a performing a wide variety of clerical, secretarial and administrative support work comparable to the position; OR any equivalent combination of education and experience.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Oral, written, and interpersonal communication skills.
- Current Ralph M. Brown Act legislation and its interpretation.
- Customer service and public relations.
- Modern office methods, equipment, procedures, including the use of software applications such as word processing, spreadsheets, publishing brochures and newsletters and the production of graphics.
- Type 60 wpm from clear copy.
- Take and transcribe from electronic media.
- Demonstrate fluency in software application programs such as Microsoft Word, Microsoft Excel and Microsoft Publisher or applications with similar functions.
- Utilize correct and effective English in oral and written communication, including spelling punctuation and grammar.
- Learn District policies, procedures, organization and operating details and to interpret and explain policies, procedures, rules and regulations.
- Work independently in the absence of direct supervision.
- Maintain confidentiality.
- Multitask in an atmosphere of frequent interruptions.
- Establish and maintain effective working relationships with Board and community members, students, faculty, staff and administrators.
- Demonstrate a sensitivity to and the understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.
Additional Requirement (Licensure/Certification):
- No additional requirement.
- Indoor Office environment.
Public Employees Retirement System (PERS) membership
Cover Letter, Resume/CV