Board Secretary

Description

• Competitive Pay & Benefits - We offer strong compensation and benefits packages that are regularly evaluated to stay ahead of industry standards.
• Supportive Work Culture - At Mesa Water, we foster a fun, collaborative environment where meaningful relationships and teamwork thrive.
• High-Impact Role - This position places you at the center of the District’s decision-making process, working directly with the General Manager, Board of Directors, and legal counsel on matters that shape the future of Mesa Water District.
• Meaningful Work - Your efforts will directly support transparent government operations and community trust, ensuring the District continues to provide exceptional service to the public.
• Employee-Centered Environment - Our organization-wide engagement program reflects our deep commitment to keeping employees motivated, supported, and excited about their work.

• Extensive experience supporting elected officials, boards of directors, or executive leadership in public agencies.
• Expertise in California public meeting laws, including the Brown Act.
• Strong experience preparing, reviewing, and managing Board packets, agendas, minutes, and official correspondence.
• Demonstrated ability to draft and manage resolutions, ordinances, proclamations, and staff reports.
• Professional, calm, and confident presence in the Boardroom.
• Excellent interpersonal and communication skills, including the ability to follow up with Board members and collaborate across multiple departments.
• Strategic and critical thinker – able to plan Board agendas, coordinate workshops, and balance topics for efficient decision-making.
• Discretion, self-awareness, and strong relationship-building skills.
• Skilled at managing Board-related logistics, including travel, reimbursements, conferences, memberships, and payroll.
• Resourceful, detail-oriented, and able to handle complex information and confidential materials independently.
• Proficiency with MS Office (Word, Excel, PowerPoint), Adobe Pro, and document formatting for professional presentations and reports.
• Ability to work independently while supporting leadership priorities and multi-department coordination.

Example of Duties

• Assists the General Manager and Administrative Services Manager in planning, organizing, implementing, reviewing, and monitoring the activities and operations of the Board; assists with planning Board and District calendar of activities and meetings; coordinates activities with and among District departments relating to Board meetings.
• Prepares materials for the Board including Board and Committee meeting agendas, packets, minutes, correspondence, and related items; ensures compliance with Brown Act and all other related laws for Board meeting agenda, materials, posting requirements, and minutes.
• May Attend Board and committee meetings for the Board of Directors; takes notes and records Board actions; reviews draft minutes and uploads the approved minutes on the website; substitutes for the District Secretary in her absence.
• Provides staff support in the preparation of Board policies (e.g., resolutions and ordinances) prior to their adoption by the Board; writes resolutions, ordinances, proclamations and staff reports, when needed; prepares and advertises notices of public hearings; posts and displays notices in accordance with legal requirements.
• Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develops and revises office forms and report formats; establishes procedural manuals for clerical support services for assigned areas. Researches, collects, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations; prepares reports to support District compliance with policies, procedures, and regulatory requirements. Participates in program and policy development and implementation; participates in project management activities including large-scale projects involving extensive planning, coordination, follow-up, and reporting.
• Prepares and processes the Board of Director’s payroll, communication, and mileage reimbursement.
• Attends and participates in a variety of meetings and workshops including, managers meetings, staff meetings, meetings with consultants and vendors, community meetings, and meetings with other agencies; prepares information; facilitates meetings; presents and discusses ideas and/or recommendations.
• Coordinates Board election documents with the County and annual Conflict of Interest statements.
• May respond to request for public records and/or accept subpoenas on behalf of the District.
• Performs related duties as required.

Minimum & Desired Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education: Equivalent to a bachelor’s degree from an accredited college or university with major course work in public or business administration, engineering, journalism, or a related field.

Experience: Five (5) years of public administration experience, including at least two (2) years of administrative experience supporting elected officials. Experience in a special district is highly desirable.

Supplemental Information

Knowledge:

• California governmental public meeting and information regulations; the Brown Act and Public Records Act; pertinent federal, state, and local laws, codes, and regulations.
• Operational characteristics, services, and activities of the functions, programs, and operations of the Office of the General Manager and Administrative Services Department; work organization and office management principles and practices; basic principles and practices of water utility management.
• Advanced methods and techniques of data collection, research and report preparation, administrative, organizational, economic, and procedural analysis, statistical and financial analysis; principles of business letter writing.
• Principles and practices of records management and modern office procedures.
• Principals of providing functional direction and training.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Oversee and participate in the management of the administrative functions and operations of the Board of Directors; understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
• Perform responsible and difficult professional analytical and administrative duties involving the use of independent judgment and personal initiative; participate in and perform various complex organizational studies and analyses; collect, evaluate, and interpret complex information and data.
• Prepare a variety of clear and concise reports; review and analyze technical documents and proposals; maintain accurate records and files.
• Advise and provide interpretation regarding the application of policies, procedures, and standards to specific situations. Interpret, apply, and explain pertinent laws, policies, rules, and regulations.
• Effectively provide staff leadership and work direction.
• Maintain sensitive and confidential information.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.