Assistant Director of Legislative Services/Assistant City Clerk Job at Manteca, San Joaquin County, California

Assistant Director of Legislative Services/Assistant City Clerk

City of Manteca , California


Job Information 

Full-Time

City Clerk

Senior Level

Salary/Wage 

$9,635.00 - $11,712.00 Monthly

Application Deadline 

Continuous

No Application Deadline

Recruitment Type 

Open Competitive

Details 

The ideal candidate is someone passionate about public service, local government and the City Clerk’s Office. Additionally, the City is looking for candidates knowledgeable in the Brown Act, Political Reform Act, Government Code and Elections; a team player with innovation who is customer service driven and skilled in accurate and effective communications. This recruitment may close prior to the advertised date, once we receive a sufficient number of qualified applicants. Interested candidates are encouraged to apply early.

Tentative exam date: First review date TBD
The City reserves the right to modify or extend the recruitment and tentative exam date.
Candidates are generally hired at the first salary step within the pay range. The ability for advancement within the range occurs after satisfactory performance evaluation.


Under general supervision of the Director of Legislative Services/City Clerk, performs a full range of highly responsible, confidential, and complex administrative duties in support of the operation of the Office of the City Clerk and City Council; oversees management and storage of City records; serves as the Acting Director of Legislative Services/City Clerk in his or her absence; conducts departmental and citywide training on City Clerk related topics; provides direct and indirect supervision to staff; and performs related duties as assigned.

Supervision Exercised/Received:
Receives general direction from the Director of Legislative Services/City Clerk. Exercises supervision for professional, technical and clerical staff.
 Example of Duties:
Provide supervision, lead direction and oversight to office and clerical staff to include training, review of work plans, monitoring workflow, evaluating work product, and conflict resolution.

Assist the Director of Legislative Services/City Clerk with the agenda preparation process; writing staff reports; and publishing agendas;

Coordinate and supervise the activities and services of the Citywide Agenda Management program to include system administration, including development of policy and procedures, support, and training; manage the preparation and distribution of the City Council agenda packet ensuring the packet is complete and accurate; coordinate, prepare, and process City resolutions, ordinances, minutes, and all applicable post meeting follow up;

Assume the responsibilities of the City Clerk during legislative meetings when needed, and attend public meetings to assist the public and staff;

Respond to Public Records Requests including directing staff in the compilation of official records;

Maintain records systems and procedures to facilitate the orderly retention and disposition of records;

Oversee City Boards and Commissions; maintain current rosters, conduct recruitment, notice advertisements, and process applications;

Analyze department records, classify and research appropriate retention values for each class of record; conduct the legal research necessary to determine retention conclusions; identify vital and historical records and recommend/implement proper procedures/equipment for their protections;

Participate in the preparation of the department budget; monitor contracts and office expenditures;

Prepare and publish notices for public hearings;

Oversee periodic and annual filings of Statements of Economic Interest required by Councilmembers, designated city employees, and advisory body members to meet legal requirements; assist the City Clerk in monitoring the filing of campaign financial reporting statements for elected officials, candidates and committees; including the proper logging, posting and archiving of Candidate and Committee Disclosure Statements, and tracking and initiating non- filer notifications and enforcement referrals;

Assist the Director of Legislative Services/City Clerk in planning and conducting periodic City elections, initiative, recall, and referendum petitions and other legal requirements;

Research and analyze complex legal and/or administrative issues.

Function as the Director of Legislative Services/City Clerk in his or her absence, including performing all essential legal and statutory duties required of the City Clerk; attending City Council meetings, recording and communicating legislative actions and proceedings, ordinances, resolutions, and minutes thereof; representing the City Clerk in interdepartmental, community, and professional meetings as required; witnessing signatures or legal documents, certify public documents for public agencies and others, and may act as a Notary Public for the City.

Performs other duties as assigned.
 Typical Qualifications:
Knowledge of:
•Applicable legal requirements and mandates including the Political Reform Act, Fair Political Practices Commission Regulations, California Elections Code, California Public Records Act, Open Meeting Law (Brown Act) and Ethics Training requirements;
•Basic principles, practices, and procedures of pubic and business administration;
•General organization and functions of municipal government and functions performed in a City Clerk's Office;
•Processing requirements and procedures for public documents;
•Correct English usage, grammar, spelling, punctuation and vocabulary;
•Generally accepted Recordkeeping Principles and Information Management Practices;
•Principles and practices of supervision;
•Letter and report writing, editing; and proofreading;
•Public relations techniques and interpersonal communication skills in both oral and written form;
•Customer service driven;
•Modern office procedures; word processing and database software including Microsoft Office Suite and other commonly used office software.

Ability to:
•Serve as Acting Director of Legislative Services/City Clerk as necessary;
•Maintain confidentiality of sensitive information;
•Participate in the preparation and maintenance of public records for the City;
•Analyze situations accurately and adopt an effective course of action;
•Work independently with little direction;
•Interpret and independently make decisions in accordance with appropriate laws, regulations and policies;
•Analyze administrative, operational and organizational conditions and problems, and impement appropriate solutions;
•Develop, interpret and apply complex rules, regulations, policies and procedures;
•Compose, compile, and prepare comprehensive reports containing a broad spectrum of subject matter independently;
•Organize complex material and summarize discussions and actions taken in report form;
•Collect, evaluate and interpret varied information and data, either in statistical or narrative form;
•Prepare clear and concise management-level reports and compile statistical data;
•Analyze budgetary issues, evaluate alternatives, and reach sound conclusions;
•Research complaints and problems and prepare responses for management, including correspondence;
•Establish cooperative relationships with those contacted in the course of work, maintain tact, poise, and professional demeanor under adverse circumstances;
•Operate a variety of office equipment including a computer and assigned software.
 Supplemental Information:
Any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:

Education:
Graduation from an accredited college or university with a Bachelor's degree in political science, public administration, business administration, or a closely related field.

Experience:
A minimum of three years of increasingly responsible administrative experience within a City Clerk's Office. Two years in a supervisory or lead role is required.

Certifications:
Valid California Class "C" driver license; Notary Public certification desirable; Certification by the International Institute of Municipal Clerks (IIMC) as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is highly desirable. Must be bondable.

Special Requirements:
Ability to attend evening meetings and work extended hours, as needed and/or required.

Physical and Mental Demands:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Physical Demands: While performing the duties of this class, the employee is constantly required to sit and frequently stand, walk, talk and hear, both in person and by telephone; use hands or fingers to handle, touch, or operate standards office equipment; and reach with hands and arms. The employee occasionally reaches for an item above or below desk level, and lifts or carries records and documents,typically weighing less than 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
 
Mental Demands: While performing the duties of this class, the employee is regularly required to use oral and written communication skills; exercise sound judgement in the absence of specific guidelines; establish priorities and work on multiple assignments and projects concurrently, and meet intense and changing guidelines given continual interruptions.

Location 

302 Cherry Ln., Suite #107

Manteca, CA 95337

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