Deputy Clerk of the Board (Program Manager)

We are a mission-driven, community-based organization that serves member health with excellence and dignity, respecting the value and needs of each person.

About the role

As Deputy Clerk of the Board (Program Manager), you will be an integral part of our Executive Office team, helping to shape the future of healthcare while serving member health with dignity and respect. This position is approved for Full Office. If telework is approved, you must work within the State of California; if Partial Telework, you must also report to the main office in Orange, CA at least two days per week.

The Program Manager (Deputy Clerk of the Board) assists with the operations of the Clerk of the Board's office, serving as the principal deputy and second in command. You will develop the knowledge, skills, and professional judgment necessary to assume the duties of Clerk of the Board to ensure continuity of governance operations. Responsibilities include conducting public meetings of the Board, Board Committees, and Board Advisory committees in compliance with the Brown Act, performing confidential administrative and technical duties to support the Board of Directors, and managing official agency records for public and government use.

Responsibilities

• Assist the Clerk of the Board in planning and organizing Board meetings, orientations, workshops, and recording official proceedings.
• Perform complex and confidential administrative duties, including developing Board agendas and documents, administering filings, attending Board meetings, managing records, and coordinating with other departments to provide official notices as required by bylaws or law.
• Maintain a list of ad hoc committees, including initiation dates, meeting dates, members, attendance, purpose, reportable recommendations, and close-out dates.
• Provide high-level customer service and responsiveness to public inquiries, assisting the public and CalOptima Health staff with information and research as needed.
• Draft agendas and minutes for Board of Directors and Board Committees.
• Provide operational support for the intake and processing of summonses and subpoenas.
• Maintain CalOptima Health’s official records, including Board of Directors and vital records, ensuring compliance with records retention schedules.
• Support compliance with the Public Records Act, Freedom of Information Act, and Brown Act.
• Distribute CalOptima Health Board Action Agenda Referrals (COBAR) and Board Books, managing workflows and delegating tasks to efficiently complete Board materials.
• Ensure 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 their absence, ensuring continuity of operations.
• Complete other projects and duties as assigned (10% of role).

Requirements

• 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.
• An equivalent combination of education and experience sufficient to perform the essential duties of the position may also be qualifying.

Skills

• Develop rapport and maintain effective working relationships with leadership, 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, including availability for evening and weekend events.
• Organize, analyze, problem-solve, and manage projects effectively.
• Work efficiently in a fast-paced environment and manage multiple projects.
• Identify opportunities for internal and external collaboration.
• Motivate and lead multi-program teams and external committees/coalitions.
• Utilize computer software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job-specific applications/systems to produce correspondence, charts, spreadsheets, and other information.

Physical Requirements

• Ability to visually read information from computer screens, forms, and other printed materials.
• Ability to speak clearly in conversation and general communication.
• Hearing ability for verbal communication via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing, reaching, flexibility, body movement for bending, crouching, walking, kneeling, and prolonged sitting.
• Lifting and moving objects, patients, and/or equipment weighing 10 to 25 pounds.

Work Environment

• Work is typically indoors and sedentary, subject to schedule changes and variable work hours, with travel as needed.
• If located at the 500 or 505 Building or a remote work location: No harmful environmental conditions; noise level is usually moderate.
• If located at PACE: Work is typically indoors in a clinical setting serving the frail and elderly; may involve harmful or hazardous environmental conditions; noise level is usually moderate to loud.
• If located in the community: Work is typically indoors and sedentary, with occasional outdoor work in varied temperatures; may involve harmful or hazardous environmental conditions; noise level is usually moderate to loud.

Benefits

• Competitive compensation: Pay Grade 311 – $77,863 - $124,581 ($37.43 - $59.89/hour), with final salary based on education, job-related knowledge, experience, skills, and internal equity.
• Comprehensive benefits package.
• CalPERS pension program and additional retirement packages.
• Generous PTO program.
• Work-life balance initiatives.
• Wellness programs.
• Tuition reimbursement.
• Professional development and career growth opportunities.
• Flexible scheduling.