PRINCIPAL RESPONSIBILITIES:

Under the general supervision of the Chief Compliance & Privacy Officer (CCO/CPO), the Clerk of the Board works as principal Staff assistant for the Alliance Board of Governors (Board), on matters involving and relating to the Alliance Board of Governors. The Clerk of the Board has direct correlation of responsibility (through the CEO) to the Board, must maintain high confidentiality, ensures strict adherence to the Brown Act, and performs related duties as required or assigned.

Principal responsibilities include:

• Attends Board and Standing Committee regular and special meetings; records and maintains the official public and closed session proceedings of the Board; prepares and maintains the official minutes of all meetings; maintains resolutions and other Board documents and records.
• Establishes, publishes, and provides required notice of all Board of Governors and Standing Committee meeting agendas, as required by law, under the direction of the CCO/CPO and/or the Chief Executive Officer. This include reading/proof-reading and editing the entire document prior to posting to the public or sending to the Board.
• Prepares and distributes monthly Board Packets and disseminates Board and Standing Committee meeting materials within required timelines.
• Informs the CCO/CPO and/or the Chief Executive Officer of Board priorities requiring action by the Board, prepares resolutions for Board adoption, and coordinates necessary approvals by governing agencies.
• Monitors Board activities to ensure that Board actions are disseminated in a complete, accurate, and appropriate manner.
• Develops the annual Board meeting calendar, determining necessary schedule changes throughout the year in conjunction with the CCO/CPO and/or the Chief Executive Officer.
• Plans and coordinates necessary preparations and support requirements for all Board and Standing Committee meetings, annual Board retreats, and other Board meetings as necessary, including but not limited to logistical, administrative and program details.
• Manages the process for appointing Board and Standing Committee Members, Officers; their Appointments and Re-appointments.
• Maintains Board photos and agency awards and ensure relative updates are coordinated to the Alliance website on a timely basis.
• Administers the Board’s Conflict of Interest Code, its maintenance, and other updates to ensure Board members and Staff comply with its requirements.
• Establishes and maintains relationships with internal and external stakeholders, including the Alliance Senior Leadership Team, local and community based agencies, and local, state, and federal regulators, as directed.
• Ensures the Board and its members comply with all regulatory requirements, to include, required trainings (e.g. ethics and compliance), Conflict of Interest Code, Brown Act, Board Resolutions, other Board actions, notice requirements and other miscellaneous requirements, as applicable.
• Under the direction of the CCO/CPO and/or the Chief Executive Officer, responds to inquiries, requests, and concerns of the public, public agencies, and Staff as they are related to the Board, its Members, or its activity.
• Maintaining AAH official records for public and government use; initiate, organize, maintain, and control access to complex records including the Board of Directors and vital records; ensure that all records and required retention information are included in the records retention schedule; provide direction to others in developing and maintaining official files and filing various documents; ensure compliance with records management policies and procedures.
• Serves as the custodian of records; oversee the receipt and processing of public requests for information, summonses, and subpoenas; ensure that deadlines and legal requirements.
• Arranges appointments, meetings, travel and reimbursement for Board events or Members, as necessary.
• Coordinates all arrangements for the annual Board retreat.
• Completes other special projects and duties as assigned.

ESSENTIAL FUNCTIONS OF THE JOB:

• Represent the Alliance with professionalism while interacting with community partners, vendors. Employees/peers and the Board.
• Compose correspondence, perform general research, set up/update spreadsheets, and prepare reports as directed.
• Coordinate and assure timely filing of annual Statements of Economic Interest (Form 700).
• Maintain confidential Administration files, Board files, agency founding documents, building lease/purchase arrangements and other vital administrative documents, as required.
• Maintain policy and procedure manual for the Clerk of the Board and distribute workflows for Board activity.

PHYSICAL REQUIREMENTS:

• Constant and close visual work at desk or computer.
• Constant sitting and working at desk.
• Constant data entry using keyboard and/or mouse.
• Frequent use of telephone headset.
• Frequent verbal and written communication with staff and other business associates by telephone, correspondence, or in person.
• Frequent lifting of folders, files and other objects weighing between 0 and 30 lbs.
• Frequent walking and standing.
• Occasional driving of automobiles.

Number of Employees Supervised: 0

MINIMUM QUALIFICATIONS:

EDUCATION OR TRAINING EQUIVALENT TO:

• Bachelor’s Degree Business or Public Administration or higher is required.
• Paralegal or JD is preferred.
• Board Clerk certification is desirable.

MINIMUM YEARS OF ADDITIONAL RELATED EXPERIENCE:

• Minimum of 3-5 years of relevant job experience in similar role or at similar organization.

SPECIAL QUALIFICATIONS (SKILLS, ABILITIES, LICENSE):

• Plan, organize, and coordinate department activities within established guidelines and to meet state and regulatory deadlines.
• Supervise the maintenance of logs and records.
• Execute or attest to official documents.
• Interact effectively with all levels within the organization including Board members and executive level staff, as well as with members, providers, other governmental agencies and the public.
• Write, edit, and compile complex and/or confidential documents, minutes and correspondence.
• Speak articulately with individuals and in group settings.
• Monitor and evaluate employees and prioritize and assign work.
• Research, analyze, and prepare reports on various topics pertaining to Board business and legal processes.
• Interact with legal counsel and follow through on handling matters in compliance with legal requirements and regulations and explain procedural matters to grievant and interested parties.

Salary Range: $102,022.58 - $153,033.87/annually