Administrative Assistant / Board Clerk

The Administrative Assistant/Board Clerk works under the direction of the Chief Legal # Administrative Officer.

Provides advanced, complex office and secretarial assistance, often of a confidential nature, to the Chief Legal # Administrative Officer.

Possesses strong organizational skills, performs administrative duties by preparing Board and Committee agendas, summarizing and documenting minutes of meetings and maintaining information, scheduling of meetings and answering requests for information as necessary. The Administrative Assistant/Board Clerk acts as a role model, and ensures application of the healthcare system#s policies and procedures within the role. # 1. Authors correspondence at the direction of the Chief Legal # Administrative Officer and/or other executive team member.

Proofreads and checks all correspondence for accuracy in spelling, punctuation and grammar providing accurate final copies. # 2. Maintains confidentiality of all verbal and written confidential information received. # 3. Manages the Board Committee/Board Agenda process by preparing agendas through effective communication with Chief Legal # Administrative Officer, District Legal Counsel, Board Members, Executive Leadership and Managers; assembling meeting packets and uploading to the BoardEffect Board Portal; oversee and coordinate meeting arrangements, including audio-visual capabilities; ensures packets are available to the public and agendas posted in compliance with District and State laws; post additional materials distributed/presented with the meeting materials; and attend and prepare minutes for the following reoccurring public meetings: # a.

Monthly Quality and Efficient Practices Committee b. Monthly Finance Committee c. Monthly Personnel, Pension Investment Committee d.

Monthly Meetings of the Board of Directors e. Quarterly Transformation, Strategic Planning and Governance#Committee f. Quarterly Community Advocacy Committee g.

Quarterly Corporate Compliance and Audit Committee h. Special Meetings of the Board of Directors, as needed i. Additional Committee Meetings established at any time and from time to time by the Board of Directors in order to determine and achieve the strategic goals of the organization. # 4.

Updates the Statement of Fact Roster for the Board and submits to the State of California and Monterey County as needed. # 5. Maintains data and calendar on the BoardEffect Board Portal. # 6. Coordinates and prepares documentation as required by regulatory agencies, in consultation with District Legal Counsel and review by Chief Legal # Administrative Officer. # 7.

Maintains Board Manual in the Board Portal. # 8. Assists Chief Legal # Administrative Officer in preparing and executing orientation and education sessions for newly elected members of the Board of Directors. # 9. Posts documents on the Board Portal monthly for Quality Management Services. # 10.

Greets visitors, physicians, board members, and employees, in a helpful and professional manner. Routes inquiries to appropriate resources, including patient complaints. # 11. Answers the telephone promptly and courteously to ensure smooth and accurate communication.

Records and communicates all messages, whether telephone or not, in an accurate and timely manner. # 12. Appropriately screens visitors and callers to eliminate unnecessary interruptions of the Chief Legal # Administrative Officer and other executives as necessary. # 13. Works with District Legal Counsel and Chief Legal # Administrative Officer to review District Bylaws, as requested.

PRIMARY JOB DUTIES Page 3 Administrative Assistant / Board Clerk. # 14. Serves as a resource to the Board of Directors, C-Suite Executives, employees, and community. # 15. Maintains contracts handled by the Chief Legal # Administrative Officer, to include, but not limited to, vendors, tracking expiration, annual reports, performance improvement issues, etc. # 16.

Schedules or assists in scheduling reoccurring meetings as requested. # 17. Prepares and distributes annual meeting schedule for the SVMH Board and Standing Committees/Medical Staff Quality and Safety Committees and Joint Conference Committees. Updates as needed. # 18.

Maintains appointment calendar and assembles documents and meeting packets for the Chief Legal # Administrative Officer and other members of the executive team as requested. # 19. Coordinates travel arrangements for the Chief Legal # Administrative Officer, and other members of the executive team, and Board of Directors, as requested. # 20. Knowledgeable with the provisions and application of The Ralph M.

Brown Act and Local Health Care District Law. # 21. Assists in maintaining an accurate filing system, to include appropriate follow-up file system. # 22. Opens, reads, and routes mail appropriately. # 23.

Prepares expense reports for Chief Legal # Administrative Officer and other members of the executive team, and Board of Directors, as requested. # 24. Assists in maintaining departmental supplies. # 25. Performs other duties and/or works on special projects as assigned by the Chief Legal # Administrative Officer or other designated members of the executive team.

Education:

Associate degree required.# # Licensure: None.# # Experience:

A minimum of five (5) years# of increasingly responsible and directly related experience supporting a senior leader. # The hourly rate for this position is $36.67 - $45.84. The range displayed on this job posting reflects the target for new hire salaries for this position.#

The Administrative Assistant/Board Clerk works under the direction of the Chief Legal & Administrative Officer.

Provides advanced, complex office and secretarial assistance, often of a confidential nature, to the Chief Legal & Administrative Officer.

Possesses strong organizational skills, performs administrative duties by preparing Board and Committee agendas, summarizing and documenting minutes of meetings and maintaining information, scheduling of meetings and answering requests for information as necessary. The Administrative Assistant/Board Clerk acts as a role model, and ensures application of the healthcare system's policies and procedures within the role.

1.Authors correspondence at the direction of the Chief Legal & Administrative Officer and/or other executive team member.

Proofreads and checks all correspondence for accuracy in spelling, punctuation and grammar providing accurate final copies.

2.Maintains confidentiality of all verbal and written confidential information received.

3.Manages the Board Committee/Board Agenda process by preparing agendas through effective communication with Chief Legal & Administrative Officer, District Legal Counsel, Board Members, Executive Leadership and Managers; assembling meeting packets and uploading to the BoardEffect Board Portal; oversee and coordinate meeting arrangements, including audio-visual capabilities; ensures packets are available to the public and agendas posted in compliance with District and State laws; post additional materials distributed/presented with the meeting materials; and attend and prepare minutes for the following reoccurring public meetings:

a.

Monthly Quality and Efficient Practices Committee

b. Monthly Finance Committee

c. Monthly Personnel, Pension Investment Committee

d.

Monthly Meetings of the Board of Directors

e. Quarterly Transformation, Strategic Planning and Governance Committee

f. Quarterly Community Advocacy Committee

g.

Quarterly Corporate Compliance and Audit Committee

h. Special Meetings of the Board of Directors, as needed

i. Additional Committee Meetings established at any time and from time to time by the Board of Directors in order to determine and achieve the strategic goals of the organization.

4.Updates the Statement of Fact Roster for the Board and submits to the State of California and Monterey County as needed.

5.Maintains data and calendar on the BoardEffect Board Portal.

6.Coordinates and prepares documentation as required by regulatory agencies, in consultation with District Legal Counsel and review by Chief Legal & Administrative Officer.

7.Maintains Board Manual in the Board Portal.

8.Assists Chief Legal & Administrative Officer in preparing and executing orientation and education sessions for newly elected members of the Board of Directors.

9.Posts documents on the Board Portal monthly for Quality Management Services.

10. Greets visitors, physicians, board members, and employees, in a helpful and professional manner. Routes inquiries to appropriate resources, including patient complaints.

11. Answers the telephone promptly and courteously to ensure smooth and accurate communication.
    
    Records and communicates all messages, whether telephone or not, in an accurate and timely manner.

12. Appropriately screens visitors and callers to eliminate unnecessary interruptions of the Chief Legal & Administrative Officer and other executives as necessary.

13. Works with District Legal Counsel and Chief Legal & Administrative Officer to review District Bylaws, as requested.
    
    PRIMARY JOB DUTIES Page 3 Administrative Assistant / Board Clerk.

14. Serves as a resource to the Board of Directors, C-Suite Executives, employees, and community.

15. Maintains contracts handled by the Chief Legal & Administrative Officer, to include, but not limited to, vendors, tracking expiration, annual reports, performance improvement issues, etc.

16. Schedules or assists in scheduling reoccurring meetings as requested.

17. Prepares and distributes annual meeting schedule for the SVMH Board and Standing Committees/Medical Staff Quality and Safety Committees and Joint Conference Committees. Updates as needed.

18. Maintains appointment calendar and assembles documents and meeting packets for the Chief Legal & Administrative Officer and other members of the executive team as requested.

19. Coordinates travel arrangements for the Chief Legal & Administrative Officer, and other members of the executive team, and Board of Directors, as requested.

20. Knowledgeable with the provisions and application of The Ralph M.
    
    Brown Act and Local Health Care District Law.

21. Assists in maintaining an accurate filing system, to include appropriate follow-up file system.

22. Opens, reads, and routes mail appropriately.

23. Prepares expense reports for Chief Legal & Administrative Officer and other members of the executive team, and Board of Directors, as requested.

24. Assists in maintaining departmental supplies.

25. Performs other duties and/or works on special projects as assigned by the Chief Legal & Administrative Officer or other designated members of the executive team.

Education: Associate degree required.

Licensure: None.

Experience:

A minimum of five (5) years' of increasingly responsible and directly related experience supporting a senior leader.

The hourly rate for this position is $36.67 - $45.84. The range displayed on this job posting reflects the target for new hire salaries for this position.