Clerk of the Board

Please attach a resume and cover letter to your application before submitting. This posting will close on March 29, 2026 at 5:00 PM. 

Tentative Timeline:

• Application Period: March 16, 2026 – March 29, 2026
• In-person Oral Boards: Week of April 6, 2026
• In-person Department Interview: Week of April 13, 2026

Purpose
Under general supervision of the Director of Administrative Services, provides responsible and complex administrative support to the Board of Directors, Fire Chief, and/or Director of Administrative Services, including records management, election management, and public information and filing officer services; validates official documents when necessary; coordinates assigned activities with other District divisions, officials, outside agencies, and the public; fosters cooperative working relationships among District divisions and with state and local intergovernmental and regulatory agencies and various public and private groups; and performs related work as required.

About the Role

This single-position class is responsible for providing complex administrative support to the Board of Directors, Fire Chief, and Director of Administrative Services in a variety of administrative, coordinative, analytical, and liaison capacities. Successful performance of the work requires knowledge of public policy and District functions and activities, including the role of an elected Board of Directors. Responsibilities include coordinating the activities of the Board of Directors, the Fire Chief, and Administrative Services Division with those of other divisions and outside agencies and performing diverse, specialized, and complex work involving accountability and decision-making responsibility.

Examples of Duties
Key Duties

1. Serves as the Clerk of the Board for the Board of Directors; attends meetings and records all official proceedings; prepares public notifications, agendas, minutes, and other documents; oversees the publication, filing, indexing and safekeeping of all proceedings of the Board of Directors; follows-up to ensure the proper execution of Board documents.
2. Provides support to the Fire Chief and Director of Administrative Services by assisting with administrative duties, including those of an advanced, complex, sensitive, and confidential nature; represents the division at meetings as assigned; acts as a liaison between the Fire Chief, Director of Administrative Services, and other staff and the public, coordinating resolutions and following up with staff when appropriate.
3. Maintains the official records and documents of the Board and ensures they are received and stored in good order, including resolutions, ordinances, contracts, deeds, and minutes; assists in the maintenance of a records retention schedule covering all District records based on local and state legal requirements and other codes.
4. Develops and participates in the operations of the District-wide records management program, document imaging system, and records preservation and destruction; sets and ensures legal compliance retention schedules for District records; develops and updates records retention policies and procedures; researches District documents, historical information, and other information as needed.
5. Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the District is upheld.
6. Plans and conducts board elections; ensures conformance with the Political Reform Act and government codes; coordinates elections with the San Mateo Elections Department; administers and files oaths of office.
7. Certifies ordinances, resolutions, agreements, and other documents.
8. Coordinates and maintains multiple calendars and schedules meetings and appointments for the Board of Directors, Fire Chief, and Director of Administrative Services; makes travel arrangements as required.
9. Acts as public information officer for District Board meeting questions and special events.
10. Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of department and District policies and procedures; listens to questions and explains procedures according to existing guidelines; refers citizens to the appropriate division source as appropriate; identifies, negotiates, and/or resolves solutions to citizen complaints and problems when appropriate.
11. Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the Fire Chief, Director of Administrative Services and management and department staff from rough draft; proofreads materials for accuracy, completeness, and compliance with departmental policies, format, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer.
12. Assists in planning, organizing, and coordinating District-sponsored events and various meetings.
13. Participates on committees and attends meetings and trainings as assigned.
14. Monitors changes in laws, regulations, and technology that may affect District or departmental operations; implements policy and procedural changes as required.
15. Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
16. Performs other related duties and responsibilities as assigned.

Typical Qualifications
Minimum Qualifications
Knowledge of:

• Principles, practices, and procedures related to public agency record keeping, elections, and the Clerk of the Board function.
• Functions, authority, responsibilities, and limitations of an elected Board of Directors.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
• Applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and procedures, including Public Records Act, the Freedom of Information Act, and the Brown Act, and election laws and procedures.
• Record keeping principles and procedures.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Proper grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the District in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations, and the public.

Techniques for providing a high level of customer service by effectively working with the public, vendors, contractors, and District staff.

Ability to:

• Interpret, apply, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
• Coordinate public agency elections within legal guidelines.
• Oversee and coordinate maintenance of the official records of the District.
• Prepare official minutes, resolutions, and ordinances.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Effectively communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish and maintain effective working relationships with those contacted in the course of work.

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

Experience:     Three (3) years of increasingly responsible office administrative experience, preferably in a public agency. Experience as a City Clerk, Deputy City Clerk, or in direct support of a Board of Directors is preferred.

Training:     Equivalent to an Associate of Arts degree in public or business administration. A Bachelor’s degree is preferred

Special Requirements & Working Conditions
Possession of, or ability to obtain, a Notary Public certification.
Municipal Clerk Certification is desirable.

Physical:     Must possess mobility to work in an office setting and use standard office equipment, including a computer; read printed materials and a computer screen; and effectively communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer or calculator and to operate standard office equipment. Employees in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 15 pounds.

Environment:     Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Supplemental Information
The Menlo Park Fire Protection District is an Equal Opportunity Employer.

In compliance with the Americans with Disabilities Act, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.