Job description

Description

***DISCLAIMER: The City reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.
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The finalist must pass a pre-employment physical, drug screen, and background check.
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Under general direction, performs a wide variety of complex and confidential administrative functions, activities, and services in overseeing the day-to-day operations of the City Clerk's office, including City Council agendas, minutes, actions, and ordinances, municipal elections, statutory responsibilities, and records management; implements policies and procedures related to assigned program areas and functions; coordinates assigned activities with other City officials, departments, outside agencies, community organizations, and the public; provides complex and responsible staff support to the City Clerk, City Council, City Manager, and other City personnel; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the City Clerk and City Manager. Exercises functional and technical direction over assigned staff.
CLASS CHARACTERISTICS
This is a single-position classification that is responsible for the administration and daily operations of the functions, activities, and operations of the City Clerk's office. This classification performs a variety of complex and confidential administrative duties, including the development of City Council agendas, administration of filings, records management, municipal elections, and coordinating with other City departments. The incumbent is expected to exercise independent judgment and initiative in establishing efficient and effective operations consistent with applicable laws, rules, regulations, City policies, and administrative guidelines. The nature, scope, and diversity of responsibilities of this classification require a broad understanding of City functions and the capability of relieving the City Clerk of day-to-day office administrative and coordinative duties, as well as fulfilling the City Clerk's duties in the latter's absence.

Examples of Essential Functions

Management reserves the rights 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.

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Oversees and performs functions of the day-to-day operations of the City Clerk's office, including the maintenance of administrative files, resolutions, ordinances, contracts, agreements, deeds, easements, annexations, and other official documents; performs mandated and other City Clerk duties in the absence of the City Clerk.

• Participates in the development and implementation of goals, objectives, policies, and priorities for departmental programs; recommends and administers policies and procedures.
• Assists in the development, administration, and oversight of the department budget.
• Directs and coordinates the work plan for the assigned staff; meets with staff to identify and resolve problems; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods, and procedures.
• Participates in the selection of, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees on performance issues; implements discipline and termination procedures.
• Prepares and publicly posts the City Council and Redevelopment Agency (RDA) meeting agendas and tentative agendas; assembles and distributes agenda packets; arranges for proper Council or RDA Board chamber set-ups; attends meetings and performs City Clerk functions during meetings as required; arranges for the preparation of meeting minutes; prepares Council and RDA packets and approved resolutions, ordinances, and meeting minutes for archiving.
• Plans, manages, and implements the City's records management program; sets and ensures legal compliance with retention schedules for City records; develops and updates records retention policies and procedures.
• 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 City is upheld.
• Plans and conducts City municipal elections as required by State law; handles all aspects of City elections, including preparing and distributing official notifications, providing information to candidates and campaign committees and ensuring compliance with all laws, rules, and regulations.
• Organizes, administers, maintains, and monitors all required Fair Political Practices Commission (FPPC) filings and election campaign disclosure statements.
• Administers policies and procedures and monitors filings of campaign statements for candidates, Council members, and all active committees as requested by State law; distributes forms and monitors filing of Statements of Economic Interests as required under the Political Reform Act; maintains a comprehensive list of designated employees under the City/Redevelopment Agency Conflict of Interest Code.
• Provides assistance to the City Manager, City Clerk, City Council, and other City staff.
• Coordinates legal codification of the City's municipal codes.
• Notarizes official documents and administers oaths of office.
• Maintains the department website.
• Coordinates and integrates program services and activities with other agencies and City departments.
• Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
• Receives, investigates, and responds to difficult and sensitive problems and inquiries in a professional manner; researches information; identifies and reports findings and takes necessary corrective action.
• Performs duties of a disaster services worker in event of an emergency.
• Performs related duties as assigned.

Qualifications

Knowledge of:

• Principles, practices, and procedures of public agency record keeping and the City Clerk function.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, storage, disclosure, and disposal of records.
• Organization and function of public agencies, including the role of an elected City Council, Redevelopment Agency and appointed boards and commissions.
• 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, Fair Political Practices Commission procedures and regulations, and election laws and procedures.
• A variety of public documents, including resolutions, ordinances, contracts, agreements, deeds, easements, annexations, and other official documents.
• Municipal elections processes and procedures.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Business letter writing and the standard format for reports and correspondence.
• Modern office practices, methods, and computer equipment.
• Computer applications related to the work, including word processing, database, and spreadsheet applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the City 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 dealing with the public, vendors, contractors, and City staff.

Ability to:

• Recommend and implement goals, objectives, and practices for providing effective and efficient services.
• Supervise, train, plan, organize, schedule, assign, review, and evaluate the work of assigned staff.
• Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.
• Develop, plan, coordinate, and implement records management program.
• Prepare official minutes, resolutions, and ordinances.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Compose correspondence and reports independently or from brief instructions.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• 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 and maintain modern office equipment, including computer equipment and software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Education and Experience:
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:
Equivalent to the completion of twelfth (12th) grade supplemented by college-level coursework and/or specialized secretarial training and five (5) years of increasingly responsible secretarial or administrative experience in a municipal government agency, preferably within a City Clerk's office. Bachelor's degree in business or public administration or related field is desirable.
Licenses and Certifications:

• Valid California class C driver's license with satisfactory driving record and automobile insurance.
• Possession of, or ability to obtain, a Notary Public certification.
• Possession of, or ability to obtain, a Certified Municipal Clerk certification.

Physical Demands/Environmental Elements/Working Conditions

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person 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 keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions 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 up to 40 pounds.
ENVIRONMENTAL ELEMENTS
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.

Job Type: Full-time

Pay: $83,464.08 - $101,439.96 per year

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