Job description

Orange County Power Authority
Board Clerk / Assistant to the CEO

Orange County Power Authority (Authority) is a new community choice aggregator (CCA) in
Orange County that launched phased electric service in April 2022. Upon full implementation, the Authority will service over 366,000 accounts in Southern California Edison and San Diego
Gas & Electric territories. We serve five member agencies (Buena Park, Fullerton, Huntington
Beach, Irvine, and County of Orange (unincorporated areas)) with the potential of expansion throughout the region. For more information, please visit our website at www.ocpower.org

APPLICATION PROCESS
Applications will be accepted on a continuous basis.

THE POSITION
OCPA is seeking an experienced, detail-oriented, and enthused professional to join our growing team as Board Clerk / Assistant to the CEO (Assistant). Under the supervision of the CEO, the
Assistant will provide administrative support to the CEO ranging from routine to complex, including scheduling, meeting coordination, compilation of information, follow-up to the Board of Directors and related Committees on a variety of matters, being a first point of contact with external partners and associates, assisting with public and internal events, customer interface, and other office or business management tasks of a fast moving, startup organization. The ideal candidate must be comfortable with general office operations, including electronic correspondence, scheduling, filing, distributing mail, customer service, and coordinating meetings.

CULTURE
Orange County Power Authority fosters a culture of open communication, responsibility, and intellectual curiosity. We value transparency, innovation, and an entrepreneurial spirt. A collaborative work environment and being a team player make for challenging and rewarding work.

EXAMPLES OF DUTIES / FUNCTIONS
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provide direct support for CEO on administrative tasks and scheduling, correspondence to the Board and the public, preparing reports and memos, and general customer service to internal and external stakeholders
• Prepare for and coordinate all aspects of Boards and Committee meetings including notifications and attendance tracking to ensure meeting quorums
• Prepare draft agendas from material submitted by staff; develop and collate final agendas with supplemental material for distribution
• Review supporting documents for agenda items, screening for discrepancies, ensuring materials are relevant and appropriately processed in accordance with legal requirements and OCPA procedures; prepare resolutions and staff reports as necessary

• Serve as Board Clerk in an agency compliant with Brown Act and Robert’s Rules of

Order. Includes managing public comment, public agenda creation, and meeting minutes

• Post and update meeting materials and Board-approved documents on OCPA’s website as needed
• Take appropriate follow-up action on the Board’s decisions, such as notifying interested parties on specific items, securing required signatures, or finalizing documents for official filing
• Provide OCPA Board Directors, committees, and staff with logistical support for meetings, presentations, and events, including all logistical agency meeting and event coordination (such as location, room reservations, amenities, and materials)
• File applicable amendments to governing documents with the State of California when needed
• Answer public inquiries in person, by phone, and by email, and route inquiries as necessary to appropriate OCPA staff
• Retain and recall information to respond to inquiries and effectively search files and retrieve data as required
• Perform routine tasks including duplicating, photocopying, and assembling bulk mailing
• Maintain office services by organizing office operations and procedures
• Assist with creating and/or updating administrative office procedures as necessary
• Maintain files with confidentiality in an easily accessible format
• Manage expenses, reimbursements, and expense reports for management
• Handle office interactions with external stakeholders, including greeting and directing guests, answering/directing phone inquiries, and handling requests or complaints in a professional manner
• Attend Board and committee or other meetings as needed to provide administrative support (in person and/or virtual)
• Performs other duties as assigned
• Work occasional overtime or on weekends and evenings.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Candidates must have at least 2 years of administrative/office management experience, which has included considerable exercise of initiative, attention to detail, and independent judgement.
High school diploma or equivalency required. Bachelor’s degree in Business Administration or related field desired. Start-up experience is highly desired. Must be able to sit at a desk and work on a computer for prolonged periods.

Possession of a valid State of California driver’s license is required.

Knowledge Of:

• Experience with Board Clerk duties in an agency compliant with Brown Act and Robert’s

Rules of Order. Includes managing public comment, public agenda creation, and meeting minutes.

• Utility industry, service options, terminology, rates, and billing.
• Key business associations and community organizations within the Authority’s four cities.
• Community Choice Aggregation (CCA) landscape in California.
• Skills essential for effective client management, including outreach, customer service, relationship building, and networking experience.
• Microsoft Office Suite including Excel, Word, and PowerPoint.
• Diverse cultures and communities such as communities of color, low income, English as a second language, various ages, and socio-economic spectrums.

Ability to:

• Enjoy engaging with passionate internal and external stakeholders
• Be a strong communicator who can communicate effectively in English, both verbally and in written form, sufficient to convey information and instructions to the public and other employees in situations requiring tact, courtesy, and poise. Ability to speak additional languages such as Spanish a plus
• Understand information requests of others and respond courteously, efficiently, and accurately
• Principles of office administration and secretarial practices and procedures, including business correspondence, correct English usage, grammar, spelling, vocabulary, and punctuation
• Records management principles and practices, and research methods and techniques
• Retain and recall information to respond to inquiries, and efficiently search files and retrieve data as required
• Business mathematics and financial record keeping and report production
• Customer service practices, principles, and techniques for dealing with the public in person and over the telephone regarding sensitive and/or confidential issues
• Identify and secure confidential, highly sensitive records and written or verbally communicated information, and record such information accurately
• Have a high tolerance for uncertainty but know how to bring things to resolution
• Have a strong work ethic and be comfortable taking initiative/working in a fast paced, start-up environment
• Be a strategic thinker and problem solver
• High level of comfort with different IT software and applications such as Microsoft

Office Suite including advanced document formatting, Teams, Acrobat PRO

• Use database, spreadsheet, and web interface and/or internet applications depending on assignment
• Work well on diverse teams and with consultants
• Be able to interpret and explain policies, procedures, and regulations
• Be able to organize and carry out projects with minimal instruction, compose correspondence independently based on policy and guidelines and maintain complex records

• Prioritize own workload and adjust to changes in workload and assignments to meet critical deadlines under pressure
• Identify and develop internal policies and procedures for a new organization

Other Qualifications

Analytical Thinking: Approaches a problem or situation by using a logical, systematic, sequential approach.

Collaboration: Develops networks and builds alliances; engages in cross-functional activities.

Communication Skills: Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills and displays openness to other people's ideas and thoughts.

Fiscal Management: Demonstrates strong financial management skills and oversees complex energy procurement practices with large financial impacts for the organization. Complies with applicable laws and policies.

Leadership: Leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational supports and direction.

Vision/Strategic Thinking: Supports, promotes, and ensures alignment with the organization’s vision and values; understands how an organization must change in light of internal and external trends and influences; builds a shared vision with others and influences others to translate vision to action.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer / laptop; to operate a motor vehicle and to visit various meeting sites in
Orange County for the conduct of the Authority’s business. This position will be expected to travel throughout the Authority’s jurisdictions to interact with customers and may from time-to-time work in the evenings and on weekends. Finger dexterity is needed to access, enter, and retrieve information using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification 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 up to 25 pounds.

ENVIRONMENTAL ELEMENTS
This is primarily a sedentary position, and the employee works in an office environment with moderate noise levels, controlled temperature conditions, and no known direct exposure to hazardous physical substances. The employee interfaces with staff, management, other
Authority’s representatives, and government officials, business representatives, and the general public in explaining the Authority’s programs and requesting and providing information.

COMPENSATION AND BENEFITS
Salary:
Assistant to the CEO - $8,250 to $9,666 per month

(Placement within the salary range will be based upon knowledge and experience. This is not a civil service position.

Hours: 40 hours per week. May also be required to work evenings and weekends as determined by the Authority.

Benefits:

OCPA offers a generous benefits package which includes:

• Individual, family, and domestic partner health insurance (medical, dental, vision)
• Life, short-term disability, and long-term disability insurance coverages
• Retirement with employer matching
• Paid-time-off (PTO) and holidays
• Health and wellness reimbursement benefit
• Technology stipend
• Flexible spending accounts (FSA) - health and dependent care
• Employee Assistance Program (EAP)

This is not a civil service position; however, all OCPA employees are required to submit a
Statement of Economic Interests form, also known as the Form 700

Orange County Power Authority is an equal opportunity employer.

This is an at-will position reporting to the Chief Executive Officer.

Job Type: Full-time

Pay: $8,250.00 - $9,666.00 per month

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Irvine, CA 92612: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, colinoncars.com is the ideal place to find your next job.