|FLSA Designation: Exempt
ASSISTANT CITY CLERK
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Under general direction of the City Clerk/Director of Administrative Services, performs a variety of highly responsible and complex administrative support tasks for the City Clerk’s Office and City Council including coordinating City Council/Redevelopment Agency/BIFA agenda processes, performing legal filings required by the Fair Political Practices Commission, preparing City Council and Redevelopment Agency minutes, monitoring compliance with the Brown Act, documenting legislative history of official City actions, processing agreements, contracts, deeds, resolutions, and ordinances in accordance with City records management guidelines, assisting internal and external customers with records requests, assisting with the election process, notarizing documents, and serving as passport agent; and acts in an official capacity on behalf of the City Clerk in his/her absence.
This single position para-professional classification provides administrative assistance to the City Clerk in planning, organizing, and directing of administrative and operational services of the City Clerk’s Office. Other responsibilities include attendance at City Council meetings, preparation of official City Council minutes, and assisting in the conduct of City elections. Independent judgment is required in interpreting and applying laws and policies. Incumbents participate in operational budgeting and division planning processes. Significant interaction with elected and appointed officials and the media is required in the performance of duties.
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Coordinates with other departments in preparing the agenda for City Council/Redevelopment Agency/BIFA meetings; supervises and personally performs work related to the preparation of agenda packets/ePackets; prepares compact disks; attends all regular, adjourned regular, and special City Council and Redevelopment Agency meetings; prepares agenda summaries and minutes and distributes updates and revisions of City Council policy.
- Participate in the development, implementation and maintenance of departmental goals, objectives, policies, procedures, and priorities for assigned programs in the City Clerk’s Office; recommend within policy guidelines, appropriate service and staffing levels; recommend and administer policies and procedures.
- Prepares and coordinates publication, posting and distribution of legal notices for public meetings and hearings; ensures that legal requirements are met for publication and posting of agenda and legal notices.
- Processes Fair Political Practice Commission (FPPC) statements of economic interest and campaign filings for elected and appointed officials, employees, and contractors; monitors FPPC filings pursuant to State and Federal regulations.
- Facilitates accurate and timely processing of legal documents including agreements, contracts, deeds, resolutions, and ordinances.
- Researches and creates a variety of reports and/or documents including those of a sensitive or confidential nature for City Council action; researches, compiles and analyzes data for assigned special projects and reports; prepares and/or maintains a variety of handbooks, rosters, and logs; manages information on a computer database.
- Utilizes various computer applications and software packages; operates a variety of automated record keeping systems.
- Participates in the selection, training, motivation, and evaluation of City Clerk’s Office personnel; provides or coordinates staff training; works with employees to correct deficiencies; recommends discipline and/or termination of staff to City Clerk.
- Participates in the development and administration of the City Clerk’s office budget; forecasts additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves routine expenditures; recommends budget adjustments to City Clerk as necessary.
- Assists the City Clerk in the planning and conduct on periodic City elections and other legal requirements of the City Clerk’s Office; registers citizens to vote; coordinates and maintains the records management program; retrieves, destroys, and stores records according to procedures and policies.
- Performs a full range of duties in support of assigned operations; notarizes and certifies documents; administers oaths of office; administers and participates in webstreaming activities; serves as passport agent; releases subdivision bonds.
- Attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate.
- Serves as the City Clerk in his/her absence.
- Performs related duties as required.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Operational characteristics, services, and activities of assigned functions, programs, and operations of a City Clerk’s Office.
Functions and organization of municipal government.
Work organization principles and practices.
Modern principles, practices, and techniques of municipal records management and elections.
Methods and techniques of supervision, training, and motivation.
Applicable federal, state, and local laws, codes, and regulations including the Brown Act, California Elections Code, FPPC regulations, and the California Public Records Act.
Principles and practices of budget administration.
Modern office procedures, methods, and equipment including computers.
Computer applications such as word processing, spreadsheets, and statistical databases.
Principles and practices of fiscal, statistical, and administrative research and report preparation.
Principles of business letter writing and report preparation.
Methods and techniques of public relations.
English usage, spelling, grammar and punctuation.
Analyze and categorize data and information to determine the relationship of the data with reference to established criteria/standards.
Assemble, copy, record, and transcribe data and information.
Supervise, train, and motivate department personnel.
Provide information and organize material in compliance with laws, regulations, policies, and procedures.
Facilitate group participation and consensus building.
Utilize a wide variety of advisory data and information including minutes and agendas, local and State regulations, codes, ordinances and resolutions, summons and subpoenas, a variety of narrative and statistical reports, forms, invoices, financial statements, conflict of interest logs, election forms and procedures, laws, codes, deeds, contracts, legal notices, office policies and procedures, computer software operating manuals, calendars, schedules, correspondence and general operating manuals.
Attend evening or weekend meetings as required.
Develop and implement goals, objectives, policies, procedures, and internal controls.
Organize complex matters and prioritize workloads.
Analyze and interpret legal documents, contracts, administrative procedures and regulations.
Operate and use modern office equipment including a computer and various software packages.
Operate a variety of automated record keeping systems.
Type and enter data at a speed necessary for successful job performance.
Take and transcribe dictation at a speed necessary for successful job performance.
Prepare clear, concise, and complete minutes, correspondence, and other reports.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Equivalent to the completion of the twelfth grade. Additional specialized course work in public administration, business administration, office technology or a related field is desirable.
Four years of increasingly responsible experience providing administrative support or in the management of complex records. Supervisory experience is highly desirable. Experience in a local government agency is desirable.
License or Certificate:
Possession of, or ability to obtain, an appropriate driver’s license.
Possession of, or ability to obtain, a California Commission as a Notary Public within one year of appointment.
Possession of, or ability to obtain, certification as a United States Passport Agent within one year of appointment.
Certification as a California Certified Municipal Clerk is desirable.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office environment with extensive public contact and constant interruptions; incumbents may be required to work extended hours including evenings and weekends.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.