Deputy Clerk Board; Program Manager

Deputy Clerk of the Board (Program Manager)

Cal Optima

We are hoping you will join us as a Deputy Clerk of the Board (Program Manager) and help shape the future of healthcare where you will be an integral part of our Executive Office team, helping to strive for excellence while we serve our member health with dignity, respecting the value and needs of each of our members through collaboration with our providers, community partners and local stakeholders.

This position has been approved to be Full Office.

• If telework is approved, you are required to work within the State of California only and if Partial Telework, also come in to the Main Office in Orange, CA, at least two (2) days per week minimum.

• Assist the Clerk of the Board in conducting public meetings of the Board, Board Committees, and Board Advisory committees in meeting the Brown Act requirements.
• Act as the Clerk of the Board's principal deputy and second in command, developing the knowledge, skills and professional judgment necessary to assume the duties of Clerk of the Board to ensure continuity of governance operations.
• Perform confidential administrative and technical duties to support the Board of Directors in accordance with Article IX, Section 9.3 of the Cal Optima Health Bylaws.
• Ensure work quality and adherence to established policies and procedures, support the Clerk of the Board as backup to the custodian of records and manage the maintenance of official agency records for public and government use.
• Assist in monitoring Board of Directors meetings and in preparing committee materials.
• Assist in planning and organizing Board meetings, Board orientations and workshops and records official proceedings.
• Assist in preparing Board agendas and documents, administration of filings, attending Board meetings, records management and coordinating with other departments and giving appropriate official notices in accordance with the bylaws or as required by law.
• Maintain a list of ad hoc committees, including date of initiation, meeting dates, members, attendance, purpose, reportable recommendations and close‑out date.
• Provide a high level of customer service and responsiveness to public inquiries and assist the public and Cal Optima Health staff by providing information and research assistance as needed.
• Draft agenda and minutes for Board of Directors Meeting and Board Committees.
• Support the intake and processing of summonses and subpoenas as needed.
• Maintain Cal Optima Health's official records for public and government use by managing, organizing and controlling access to complex records, including the Board of Directors and Cal Optima Health's vital records and ensuring all records and required retention information are included in the records retention schedule.
• Support compliance with the Public Records Act, the Freedom of Information Act and the Brown Act.
• Distribute Cal Optima Health Board Action Agenda Referrals (COBAR) and Board Books, managing workflows and the delegation of tasks to efficiently complete Board materials.
• Ensure any changes to the Board of Directors are reported to Regulatory Affairs and federal and state regulators.
• Organize and administer the filing of Statements of Economic Interests.
• Coordinate the publication of public notices and ensure compliance with mandated reporting to regulatory agencies.
• Develop, implement and maintain procedures, workflows, templates and tracking systems to strengthen efficiency, ensure regulatory compliance and support continuity of operations.
• Support logistical planning for Board and Committee meetings, including scheduling, room setup, technology coordination, and quorum management.
• Act as the designated representative for the Clerk of the Board in the Clerk's absence, ensuring continuity of operations.
• Complete other projects and duties as assigned.

• Bachelor's degree plus 3 years of progressively responsible experience performing complex administrative or executive level support for elected or appointed bodies, including managing public meeting processes, coordinating boards or functions related to legislative or government operations.

• Develop rapport and establish and maintain effective working relationships with Cal Optima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.
• Work independently and exercise sound judgment.
• Communicate clearly and concisely, both orally and in writing.
• Work a flexible schedule; available to participate in evening and weekend events.
• Organize, be analytical, problem‑solve and possess project management skills.
• Work in a fast‑paced environment and in an efficient manner.
• Manage multiple projects and identify opportunities for internal and external collaboration.
• Motivate and lead multi‑program teams and external committees or coalitions.
• Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job‑specific…