|FLSA Designation: Exempt
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 administrative direction of the Assistant City Manager, directs, manages, supervises, and coordinates the activities and operations of the City Clerk’s Office and City-wide Records Management Plan and uniform filing system; provides staff support to the City Council; coordinates assigned activities with other divisions, departments, and outside agencies; and provides highly responsible and complex administrative support to the Assistant City Manager.
The City Clerk is considered a Division Manager with responsibility for the management of a Division that includes several line areas/sections or functional work groups of significant depth and complexity. Responsibilities include overall administration and implementation of a Division including development of Division objectives and design and implementation of supporting units, programs, processes, policies, and/or procedures to successfully achieve those objectives. Specific areas of responsibility include the performance of statutory duties, the preparation, posting, and maintenance of agendas, minutes, and records for the City Council as prescribed by statute, conduct of municipal elections, and ensuring compliance with conflict of interest laws and FPPC regulations as well as responsibility for the management of the City-wide records and information management system. A Division Manager is also responsible for the development, administration, and control of the associated budget(s).
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.
- Assumes management responsibility for assigned services and activities of the City Clerk’s Office including provision of U.S. Passport services performed by authorized City staff, attendance at City Council meetings, production of City Council minutes, preservation of record of actions taken by Council, coordination of City elections, and the City-wide Records Management Plan and uniform filing system.
- Manages and participates in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends and administers policies and procedures.
- Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within departmental policy, appropriate service and staffing levels.
- Plans, directs, coordinates, and reviews the work plan for assigned staff within the City Clerk’s Office; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.
- Selects, trains, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.
- Oversees and participates in the development and administration of the City Clerk’s Office annual budget; participates in the forecast of funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; implements adjustments.
- Supervises and coordinates the preparation of agendas and support material for City Council and other meetings as needed.
- Supervises legal noticing including the publication, posting and distribution of legal notices for public meetings and hearings.
- Oversees the processing of 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.
- Coordinates and participates in activities related to municipal and special elections; file State campaign statements and other forms.
- Oversees the City-wide records management system including records management services and the protection of the City’s information assets.
- Serves as the liaison for the City Clerk’s Office with other divisions, departments, and outside agencies; negotiates and resolves sensitive and controversial issues.
- Serves as staff on a variety of boards, commissions, and committees; prepares and presents staff reports and other necessary correspondence.
- Provides responsible staff assistance to the Assistant City Manager and City Council; conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to City Clerk’s Office programs, policies, and procedures as appropriate.
- Attends and participates in professional group meetings; maintain awareness of new trends and developments in the fields related to the City Clerk’s Office including municipal records management and elections administration; incorporates new developments as appropriate.
- Responds to and resolves difficult and sensitive citizen inquiries and complaints.
- Serves as a resource for department personnel, City staff, other organizations and the public; develops and coordinates communications with the community to increase citizen accessibility to City records and information; updates department public information on the City website.
- Oversees the preparation of City publications; acts as editor for the City newsletter.
- 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 a City Clerk’s Office.
Modern municipal administrative methods and procedures, organizations, and functions.
Principles and practices of program development and administration.
Principles of supervision, training, and performance evaluation.
Research techniques, sources and availability of information, and methods and principles of report presentation.
Pertinent Federal, State, and local laws, codes, rules, and regulations including those pertaining to local government operations.
Rules and industry best practices for record keeping including records management systems, policies, procedures, principles, standards, and best practices for the identification, description, classification, organization, storage, protection, retention, and disposition of records.
Automated records and information management and imaging software as well as Internet/Intranet policy.
Principles and practices of municipal budget preparation and administration.
Plan, organize, direct, and participate in the services and activities of the City Clerk’s Office including records and information management.
Oversee, direct, and coordinate the work of lower level staff.
Select, supervise, train, and evaluate staff.
Participate in the development and administration of division goals, objectives, and procedures.
Prepare and administer large program budgets.
Prepare clear and concise administrative and financial reports.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Research, analyze, and evaluate new service delivery methods and techniques.
Interpret and apply Federal, State, and local policies, laws, and regulations.
Make adjustments to standard operating procedures as necessary to improve organizational effectiveness.
Provide information and organize material in compliance with laws, regulations, policies, and procedures.
Facilitate group participation and consensus building.
Attend evening or weekend meetings as required.
Operate and use modern office equipment including a computer and various software packages.
Operate a variety of automated record keeping systems.
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:
A Bachelor’s degree from an accredited college or university with major course work in political science, public administration, business administration, or related field.
Five years of increasingly responsible administrative or operational experience in a public agency including three years of administrative and supervisory responsibility in a City Clerk’s office. Responsible work experience related to automated records management systems is highly desirable.
License or Certificate:
Possession of, or ability to obtain, an appropriate driver’s license.
Possession of a California commission as a Notary Public.
Possession of certification as a California Certified Municipal Clerk.
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 some travel to different sites; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings.
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; to travel to other locations using various modes of private and commercial transportation; 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.