Deputy Clerk of the Board

Job Description

Deputy Clerk of the Board

Valley Water

Salary: $137,217.60 - $175,489.60 Annually

Job Type: Full-Time

Job Number: 02016-E

Location: 5750 Almaden Expressway, San Jose, CA, CA

Department: Office of the Clerk of the Board

Closing: 9/14/2026 11:59 PM Pacific

Description

Overview:

Do you thrive in fast-paced, customer service-oriented environments? Are you creative, flexible, highly detail-oriented, professional, and an incredible communicator, leader, follower, team member, and customer service guru all in one? Do you live and breathe with a can-do/will-do/let-me-show-you attitude? If so, check out this opportunity.

The Deputy Clerk of the Board's primary responsibilities are to supervise, assign, review, and participate in the work of staff and operations in the Clerk of the Board office, performing Board meeting support functions, ensuring compliance with legislative, regulatory, and statutory mandates for public meetings of the Board of Directors, and to perform a variety of tasks relative to the assigned area of responsibility. The Deputy Clerk of the Board serves as the Clerk of the Board Pro Tem, acting on behalf and in the absence of the Clerk of the Board, attending Board meetings and Board closed sessions when requested. Supervises and coordinates two (2) Assistant Deputy Clerk Staff performing Board support functions.

*This position may require occasional availability to work evenings and/or weekends.*

Our Commitment:
We are committed to building and sustaining a working environment where all individuals are respected and valued. We believe every member of our team brings unique perspectives that enhance our ability to serve the public effectively. By fostering a workplace with employees from the communities we serve, we broaden our collective understanding of the world around us and strengthen our mission to equitably provide safe, clean water, natural flood protections, and environmental stewardship.

About Valley Water:
Valley Water's mission is to provide Santa Clara County with safe, clean water for a healthy life, environment, and economy. The FY 2026-27 Adopted Budget of $1.284 billion supports approximately 876 employees. With headquarters in San José, Valley Water provides water supply, enhances streams and watersheds through creek restoration and habitat protection, provides flood protection for homes, schools, businesses and roadways, and partners with other agencies to provide trails and open space for the community.

Who We Are:
To learn how Valley Water provides safe, clean water and environmental stewardship for the Santa Clara community, please click https://www.youtube.com/watch?app=desktop&v=JZY6je-Bdog

Key Responsibilities include, but are not limited to:

- Plan, organize, schedule, assign, review, supervise, and evaluate the work of assigned staff.
- Serve and function as the Clerk of the Board Pro Tem in the Clerk's absence, or as otherwise assigned. Duties include serving as keeper of Valley Water Seal; interfacing directly with members of the Board of Directors, individually, collectively, or when gathered in a quorum as a legislative body; attending public and closed session meetings of the Board of Directors; facilitating, interpreting and applying parliamentary procedures, District policies and procedures, and legislative, statutory and regulatory requirements pertaining to the conduct of legislative bodies and the operations of the Clerk of the Board Office.
- Perform signatory duties, including certification and notarization of documents, provide official records, and respond to inquiries regarding Board actions, policies, and procedures.
- Perform and supervise preparation and publication of meeting notices and agendas; live and archived video/audio records of meetings; public meeting minute transcription; public document processing; and indexing and archival of Valley Water's historical records for the Board of Directors and their associated commissions and committees; ensure District compliance with legislative, regulatory, and statutory mandates.
- Maintain a schedule of annually recurring reports and work items and initiate/complete projects accordingly.
- Coordinate formulation and implementation of work instructions, forms, templates, and procedures for areas of assigned responsibility; Identify and coordinate revision of outdated documents annually.
- Employees have a responsibility for safety; for following safety regulations, safety policies, and procedures applicable to their work.
- Perform related duties and responsibilities as required.
- Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law.

Ideal Candidate's Background Includes:

Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities, and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria as listed below.

Ideal Experience:

- Five (5) years of experience providing support to an elected body of officials within a municipal, special district, or local government Clerk's Office.
- Supervisory experience.

Ideal Skills and Abilities:

Ability to:

- Plan, organize, assign, review, and evaluate the work of staff, train staff in work procedures.
- Mentor and guide staff to develop independent judgement and work habits.
- Research a variety of legal, administrative, confidential, technical, legislative, and regulatory documents.
- Use initiative/independent judgement to interpret, explain, apply, ensure compliance, and enforce policies and procedures for areas of responsibility.
- Understand operations of the district as necessary to assume assigned responsibilities.
- Prepare clear and concise meeting minutes.
- Use common desktop applications and software.
- Maintain and update records and files.
- Read, interpret, and explain a variety of legal, administrative, and confidential documents.
- Review tasks within areas of responsibility to ensure accuracy compliance with critical deadlines and statutory, legislative, or regulatory standards.
- Interpret, explain, and implement department policies and procedures.
- Work during irregular work hours including evenings.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Learn to prepare a variety of reports and correspondence related to assigned area.
- Learn parliamentary procedures, the Ralph M. Brown Act Open and Public meeting laws, the Public Records Act, Codes of Conduct, legal instruments, and District Board Governance Policies.
- Take and transcribe dictation at a speed necessary for successful job performance.
- Produce timely and accurate records of meeting proceedings.
- Use copiers, scanners, and common desktop applications and software.
- Learn customized software applications.
- Maintain and update databases, records, and files in compliance with standardized methods and procedures.
- Respond to requests and inquiries from the public in a courteous and timely manner.
- Understand and follow verbal and written instructions.

Ideal Knowledge:

- Best practices for office procedures, methods, and equipment to meet regulatory compliance.
- Operations of Valley Water as necessary to assume assigned responsibilities.
- Principles and procedures of record and project management.
- Principles and practices of Parliamentary Procedure, the Ralph M. Brown Act, legal instruments, and District Board Governance Policies.
- The functions and roles of local governments, special districts, elected bodies, and an elected Board of Directors for a public agency.
- Principles of data collection, analysis, and report preparation.
- English usage, spelling, grammar, and punctuation.

Ideal Training and Education:

- Equivalent to the completion of the twelfth grade.

Required License or Certificate

- Possession of a valid Notary Public certification within one year of appointment.
- Possession of a Certified Municipal Clerk designation within two years of appointment.

To review the Classification Specification, please click https://tinyurl.com/2f8mdx6s

Office of the Clerk of the Board (Position Code 538)
Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in San Jose, California by their start date.

This position is eligible for a hybrid telework schedule, typically working 40% remote and 60% onsite.

Selection Process

(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.
(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.

NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.
Consideration may be given to existing applicant pools within the same classification.
Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.

Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 408-630-2260.

Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.

To apply, please visit https://apptrkr.com/9797693

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