Senior Recording Secretary/Recording Secretary

About the role

The Recording Secretary/Senior Recording Secretary supports important City meetings and public processes by preparing various official documents. They also gain valuable municipal government experience in a visible administrative role.

Responsibilities

• 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

Requirements

• Highly organized and detail-oriented
• Communicates clearly and professionally
• Manages changing priorities and deadlines
• Exercises sound judgment and maintains confidentiality
• Works well with both the public and internal stakeholders
• 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
• Senior Recording Secretary: 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

Qualifications

• 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

Skills

• Strategic Thinker
• Results Oriented
• Customer Focused
• Flexible/Adaptable
• Accountable
• Planner and Organizer
• Tech-Savvy

Benefits

The City of Thousand Oaks offers a professional, service-focused environment where organization, attention to detail, confidentiality, sound judgment, and clear communication are essential to success.

Pay

Details on pay are not specified in the job posting.

Schedule

The position requires occasional evening availability and attendance at meetings is mandatory.