Senior Recording Secretary​/Recording Secretary

Recording Secretary/Senior Recording Secretary

The City of Thousand Oaks is hiring a Recording Secretary/Senior Recording Secretary who is highly organized, detail-oriented, and thrives in a fast paced, deadline driven work environment.

The Recording Secretary/Senior Recording Secretary will perform a variety of clerical duties to support assigned commissions, boards, and/or committees, including the Planning Commission. The Recording Secretary/ Senior Recording Secretary is responsible for a range of administrative support functions including agenda preparation, legal notifications, attending public hearings, and preparing minutes, resolutions, and ordinances.

Primary responsibilities include:

• Prepare agendas for assigned commissions, boards, or committees; coordination, assembly, distribution, and posting of agenda packets
• Arrange for official publication and posting of legally required meeting notices; prepare legal notices for publication and mailing
• Attend and participate in Planning Commission meetings and public hearings
• Draft, edit, proofread and format a variety of documents and forms (agenda items, staff reports, meeting minutes, resolutions, ordinances, agreements, legal documents) for accuracy and conformance with established standards, regulations, policies, and procedures
• Respond to inquiries from staff, board and commission members, and the public with tact, professionalism, and excellent customer service
• Perform various administrative tasks, including scheduling meetings, setting up meeting rooms, coordinating travel, purchasing card reconciliation and processing pay requests
• Maintain files, records, calendars, mailing lists, and other reference materials

The ideal candidate should possess:

• Is highly organized and detail-oriented
• Communicates clearly and professionally
• Can manage changing priorities and deadlines
• Exercises sound judgment and maintains confidentiality
• Works well with both the public and internal stakeholders
• Is comfortable with office technology, databases, spreadsheets, and document preparation
• 4+ of increasingly responsible office administrative or secretarial experience
• Experience in a municipal government setting and/or in providing support to governing bodies in a municipal government setting

• 1-2 years of relevant Recording Secretary experience
• Experience supporting public hearings, City Council meetings, commissions, boards, or other municipal/government proceedings
• Demonstrated ability to exercise a high degree of independence and judgment, with strong familiarity with formal meeting procedures
• Knowledge of and experience adhering to Brown Act requirements for public meetings
• Experience using Granicus or similar agenda management software is desirable

Please note:
This position requires occasional evening availability. Attendance at these meetings is mandatory.

Core Competencies:

• Strategic Thinker
• Results Oriented
• Customer Focused
• Flexible/Adaptable
• Accountable
• Planner and Organizer
• Technically Knowledgeable
• Equivalent to completion of twelfth grade education, supplemented by specialized or college level course work in business administration, office management, or a related field
• A valid class C California driver's license