The Board Secretary / Executive Officer:
The position of Board Secretary/Executive Officer has been filled by only five individuals since the Board's first meeting in 1906. The Secretary/Executive Officer oversees a multi-purpose organization which includes the Board Secretariat, Operation Clean Sweep , the Public Affairs Office and Administrative Services.

The Assistant Board Secretary / Executive Officer:
The Assistant Executive Officer is authorized to act on behalf of the Executive Officer on all matters for which the Executive Officer has responsibiltity. The Assistant Executive Officer also has direct supervision of the Secretariat, including Administrative/ Budgetary Services.

The Staff Assistant:
The Staff Assistant is primarily responsible for Board financial matters, preparation of its yearly budget; coordination and submission of the Department's entire budget to the Mayor; the Board's personnel functions which include the certification and transfer of positions and interview procedures; preparing and processing various reports required by other departments. The staff assistant also can attend meetings for the Commissioners and report on a variety of matters. This position supervises the Accounting Clerk, responsible for processing all the Board's financial documents and procurement of office supplies.

The Commission Secretariat:
The Board Secretary/Executive Officer and staff are collectively known as the Commission Secretariat. The Secretariat, with nine (9) clerical employees, prepares agendas, journals, and minutes of Board meetings and provides for permanent accessibility to these records. It directs correspondence to appropriate bureaus or offices for necessary action and monitors responses.

The Secretariat advises prospective bidders, the public and other City offices about Board and Department procedures, processes and activities. It is also responsible for the advertising and recept of bids for construction projects; for processing of contract awards through the acceptance and custody of appropriate bonds and insurance documents; for scheduling contract execution; and for issuing the Notice to Proceed. During construction, the Board Secretary receives and processes Stop Notice claims and helps resolve disputes between prime contractors, subcontractors or suppliers in accordance with the California Civil code.

Additionally, the Board Office is considered a "department" for budget and administrative purposes, but a "bureau" at other times. This unique structure requires staff to prepare and administer its budget, prepare, process and maintain auditable records of all financial transactions, and to respond to the numerous reporting requirements imposed by the CAO, Controller, Ethics Commission, City Clerk, CLA, Council, Mayor or other departments.

Services for Commissioners:
The five Commissioners are assigned three Executive Secretaries. In the absence of one of these employees or during peak workload, arrangements are usually made with other Department/Board clerical staff to provide back-up. All employees of the Department of Public Works are available to the Commissioners for research, information or consultation. Assignments for any lengthy project should be accomplished by Board action.