Executive Assistant / Clerk to the Board

Salary : $81,785.60 - $99,424.00 Annually Location : Oakdale, CA Job Type: Full-Time Job Number: 2026-02 Department: Administration Division: Administration Opening Date: 02/23/2026 Closing Date: 3/8/2026 5:00 PM Pacific FLSA: Non-Exempt Bargaining Unit: NE Conf Definition Class specifications are intended to present a descriptive list of the range of duties performed by employees in this classification. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under general direction of the General Manager, performs highly responsible, confidential, and complex executive-level administrative support duties for the General Manager, Board of Directors, and executive management staff; serves as the District's official Clerk to the Board; coordinates Board and Committee meetings and related functions; ensures compliance with applicable laws and regulations governing public meetings and records; manages official District records and communications; provides information and assistance to the public; and performs related duties as assigned. This classification is distinguished by its responsibility for official Board processes, records management, regulatory compliance, and executive administrative support functions requiring a high level of discretion, independent judgment, and knowledge of public agency operations. DISTINGUISHING CHARACTERISTICS This is a specialized executive administrative classification responsible for providing direct support to executive leadership and performing statutory duties as Clerk to the Board. Responsibilities include regulatory compliance, official records management, and coordination of Board proceedings, which distinguish this classification from general administrative support positions. Examples of Essential Duties The following duties are typical of the classification and are considered essential job functions. Board and Governance Administration Serves as Clerk to the Board and coordinates all Board of Directors and Committee meetings. Prepares, assembles, publishes, and distributes Board and Committee agenda materials, reports, and supporting documentation. Attends Board meetings, records official proceedings, and prepares accurate minutes, resolutions, ordinances, and legal notices. Reviews agenda submissions for completeness, accuracy, and compliance with established procedures. Provides verbatim transcription of meetings as required. Coordinates publication and distribution of official Board actions and records. Supports governance functions for related entities for which the Board serves as governing body, including financing or joint powers entities. Regulatory Compliance and Records Administration Ensures compliance with applicable federal, state, and local laws, including the Brown Act, California Public Records Act, and Fair Political Practices Commission (FPPC) regulations. Serves as filing officer for Statements of Economic Interest (Form 700) and administers related compliance activities. Coordinates review and updates to the District's Conflict of Interest Code and submits required filings. Serves as official custodian of Board records and ensures proper maintenance and preservation of official documents. Administers records management activities in accordance with the District's Records Retention Policy. Coordinates responses to California Public Records Act requests. Executive Administrative Support Provides confidential administrative support to the General Manager and executive staff. Coordinates schedules, meetings, travel arrangements, and special events. Composes and prepares correspondence, reports, newsletters, and other official communications. Prepares draft contract documents and administrative materials for executive review. Maintains legal, historical, and confidential records and files. Communications and Public Interaction Provides information and assistance to the public in person, by telephone, and through electronic communications. Supports District communications, including website content management, social media updates, and public outreach materials. Coordinates District events and ceremonial activities. Maintains cooperative working relationships with staff, public officials, partner agencies, and the public. Administrative and Operational Support Assists with policy and procedure updates and administrative documentation. Supports special projects, research activities, and organizational initiatives. Performs other related duties as assigned. REPRESENTATIVE (NON-ESSENTIAL) DUTIES Supports event coordination, photography, graphic design, and multimedia communications. Assists with file scanning, archiving, and document management. Provides general office or front desk support as needed. Qualifications The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties. Knowledge of Functions, procedures, and operations of public agencies and governing boards. Brown Act requirements, FPPC regulations, Conflict of Interest Code requirements, and California Public Records Act. Records management and retention practices. Executive administrative support practices and office management methods. Modern office technology, digital communications, and records systems. Business correspondence and report preparation. English usage, grammar, spelling, and punctuation. Customer service principles and public relations practices. Ability to: Perform complex administrative work requiring independent judgment and discretion. Maintain confidentiality and handle sensitive information appropriately. Interpret and apply laws, regulations, policies, and procedures. Coordinate and manage multiple projects and deadlines. Prepare accurate records, reports, and official documents. Communicate effectively in writing and orally. Establish and maintain effective working relationships. Learn and apply District policies and procedures. Use modern office software, electronic records systems, and communication tools. Typical Qualifications Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain knowledge and abilities would be: Education/Training Completion of high school supplemented by administrative and business coursework. Experience: Five years of progressively responsible administrative or office management experience, preferably in a public agency environment, including knowledge of public agency policy requirements, government codes and open meeting laws, etc. Supplemental InformationPre-employment medical Examination: The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions. Physical Demands Work is primarily performed in an office environment. Requires prolonged sitting and frequent use of a computer, keyboard, and standard office equipment. Requires frequent verbal communication and interaction with staff, public officials, and the public. May require standing, walking, bending, reaching, and lifting or moving items weighing up to approximately 15 pounds. Requires sufficient vision, hearing, and manual dexterity to perform assigned duties. Working Conditions Office environment with frequent interruptions and multiple deadlines. Regular interaction with employees, public officials, and members of the public. Attendance at evening Board meetings or special meetings may be required. Equal Opportunity Employer: Oakdale Irrigation District is an Equal Opportunity Employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics. Oakdale Irrigation is committed to providing reasonable accommodation to qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at . Employee Benefits At Oakdale Irrigation District, we are committed to supporting the well-being and financial security of our employees. We offer a comprehensive benefits package designed to meet a variety of needs and enhance your overall employment experience. Our Benefits Include: Comprehensive Medical, Dental, and Vision Plans: Kaiser: Access to high-quality healthcare services with Kaiser Permanente. Sutter: Coverage with Sutter Health, ensuring you receive the care you need. Delta Dental: Dental coverage that includes preventive care, basic services, and more. Vision Service Plan (VSP): Vision coverage for eye exams, glasses, and contact lenses. Accrued Vacation and Sick Leave: Start accruing vacation and sick leave from your first day of employment, providing you with paid time off for rest and personal needs. Life Insurance: Financial protection for you and your family with our life insurance benefits. CalPERS Retirement: Access to the California Public Employees' Retirement System (CalPERS) for a secure retirement plan. Tax-Deferred Compensation with % Match: Enhance your retirement savings with our tax-deferred compensation plan, which includes a matching contribution. Flexible Spending Accounts (FSAs): Manage healthcare and dependent care expenses with pre-tax dollars through our FSAs. Employee Assistance Program (EAP): Confidential support for personal and professional challenges, including counseling and resources. Supplemental Benefits: Additional benefits options to further tailor your benefits package to your needs. Wellness Program: Participate in wellness initiatives designed to promote a healthy lifestyle and well-being. 01 Do you have 5 years of increasingly responsible professional-level business, administrative and office management experience within a public agency? Yes No 02 Do you have experience working in a public agency or with a non-profit Board of Directors? Please describe and include your knowledge of public meeting requirements, open meeting laws (e.g., Brown Act), or related regulatory compliance. 03 Do you have experience supporting a governing board, executive leadership team, or elected officials? Please describe your experience and include responsibilities such as agenda preparation, meeting coordination, or records management. 04 Do you have experience developing or maintaining an organization's website content, newsletters or electronic outreach? If so, please describe and include the platforms used, types of updates performed. 05 Do you have experience composing professional correspondence, reports, newsletters, or public communications. If so, What types of documents have you prepared? 06 Do you have experience managing official records, document retention, and responding to public records requests.If so, please provide more detail. Required Question

Created: 2026-03-04